Administrative Assistant

ICOP, Inc.; Purcellville (VA); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health benefits

Job summary

ICOP, Inc. is seeking an organized Administrative Assistant to support our construction-focused contracts and administration team.

You will manage contract documents, insurance requirements, bonds, licenses, and vendor payments to keep projects on schedule. Your day-to-day includes document preparation, tracking, filing, follow-up, certificates of insurance, OCIPs/CCIPs enrollments, license renewals, lien releases, and month-end reporting support.

Qualifications

• Three+ years supporting a manager or team, preferably in construction, contracts, or insurance.
• Excellent organization and ability to manage multiple deadlines.
• Clear written and verbal communication with attention to detail.
• Proficiency in MS Office; knowledge of Monday.com and/or Foundation a plus.
• Ability to work independently and collaborate across departments.

Responsibilities

• Support the department’s daily operations, including document preparation, tracking, filing, and follow-up.
• Coordinate contract documentation and track outstanding items with internal teams and outside parties.
• Prepare and manage certificates of insurance, track project insurance requirements, and assist with renewals.
• Coordinate enrollment documents and filings for OCIPs and CCIPs.
• Process bond requests and assist with month-end bond and insurance reporting.
• Track and coordinate renewals for business licenses, engineering certificates of authorization, and contractor licenses in applicable states.
• Coordinate lien releases needed for customer payments.
• Assist with research, reports, presentations, and improvements to department processes.

Skills

Organization

Attention to detail

Verbal communication

Written communication

Time management

Independent worker

Cross-department collaboration

Education

Bachelor's degree in business administration/related field

Tools

MS Office

Monday.com

Foundation

Job description

ICOP is seeking an organized, detail-oriented Administrative Assistant to support our construction company’s contracts and administration department. This role helps keep contract documents, insurance requirements, bonds, licenses, and vendor payment documentation accurate and on schedule.

What you’ll do

• Support the department’s daily operations, including document preparation, tracking, filing, and follow-up.
• Help coordinate contract documentation and track outstanding items with internal teams and outside parties.
• Prepare and manage certificates of insurance, track project insurance requirements, and assist with renewals.
• Coordinate enrollment documents and filings for owner-controlled and contractor-controlled insurance programs (OCIPs and CCIPs).
• Process bond requests and assist with month-end bond and insurance reporting.
• Track and coordinate renewals for business licenses, engineering certificates of authorization, and contractor licenses in applicable states.
• Coordinate lien releases needed for customer payments.
• Assist with research, reports, presentations, and improvements to department processes.

What you bring

• At least three years of experience supporting a manager or team, preferably in construction, contracts, or insurance.
• Strong organization and follow-through, with the ability to manage multiple deadlines.
• Clear written and verbal communication skills and a careful eye for detail.
• Proficiency in MS Office Suite. Knowledge of Monday.com and/or Foundation a plus.
• The ability to work independently, ask questions when needed, and collaborate across departments.

Familiarity with construction, insurance, bonds, and business licensing is a plus. A bachelor’s degree in business administration, construction management, or a related field is preferred.

• We offer a competitive salary based on experience, health and wellness benefits, and opportunities to develop your skills and grow with the company.

Equal Opportunity Employer, including disabled and veterans.