Administrative Coordinator, Contract Admin

WSB and Associates; Saint Paul (MN); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

401K with match

Paid time off

Paid holidays

Tuition reimbursement

Professional growth opportunities

Job summary

WSB and Associates is seeking an Administrative Coordinator for Contract Administration to provide essential administrative support to the Construction Contract Administration team. You will format, edit, and distribute documents, manage filings, and ensure complete reports with attachments through close-out, while coordinating with internal and external stakeholders in a fast-paced environment.

The role requires strong organization and communication skills, proficiency in Microsoft Office, and

Qualifications

• High school diploma or GED required.
• Associate degree in Business Administration, Office Management, or related field preferred.
• Minimum 2 years of administrative, office support, or related experience.
• Experience in construction, civil engineering, utilities, or damage prevention highly preferred.
• Proficiency in Microsoft Office at an intermediate level.
• Experience with SAP or similar enterprise systems preferred.

Responsibilities

• Provide general administrative support to the Construction Contract Administration team.
• Format, edit, prepare, and distribute Word documents, reports, correspondence, and project materials.
• Perform electronic filing, archiving, scanning, and transcription; maintain accurate and organized documentation systems.
• Ensure reports are complete, including attachments and supplemental documentation, and follow processes through to final close-out.
• Contact internal and external stakeholders to obtain missing information, clarify discrepancies, and ensure report accuracy.
• Utilize SAP or similar enterprise systems for data entry, tracking, and reporting tasks.
• Provide customerfocused service, including delivering information to diverse stakeholders in a clear and accessible manner.
• Coordinate multiple tasks and deadlines, maintaining accuracy in a fastpaced environment.
• Assist with special projects and administrative initiatives as assigned.
• Strong written and verbal communication skills.
• Highenergy, proactive work style with willingness to learn and take on new projects.
• Exceptional attention to detail and organizational skills.
• Ability to multitask and prioritize competing deadlines.
• Customerfocused mindset with the ability to present information clearly to diverse audiences.
• Perform other duties as assigned.
• May remain in stationary position for extended periods.

Skills

Microsoft Suite

SAP

Communication skills

Organization

Education

High School Diploma or GED

Associate degree in Business Administration / Office Management

Tools

SAP ERP

Job description

Administrative Coordinator, Contract Admin

Forge ahead with WSB. WSB was founded on the understanding that culture drives results, and we've dedicated ourselves to the value of strong relationships, collaboration, and forward-thinking ideas. We've inspired each other to discover thoughtful and creative solutions that look beyond the needs of today to the opportunities of tomorrow. We invite you to forge ahead with us.

The Administrative Coordinator provides critical administrative and operational support to the Construction Contract Administration group. This role ensures accurate documentation, efficient workflow management, and timely coordination of project information in a fastpaced and detaildriven environment. The position requires strong organization, communication, and problemsolving skills to support teams, stakeholders, and project compliance activities.

What you will do:

• Provide general administrative support to the Construction Contract Administration team.
• Format, edit, prepare, and distribute Word documents, reports, correspondence, and project materials.
• Perform electronic filing, archiving, scanning, and transcription; maintain accurate and organized documentation systems.
• Ensure reports are complete, including attachments and supplemental documentation, and follow processes through to final close-out.
• Contact internal and external stakeholders to obtain missing information, clarify discrepancies, and ensure report accuracy.
• Utilize SAP or similar enterprise systems for data entry, tracking, and reporting tasks.
• Provide customerfocused service, including delivering information to diverse stakeholders in a clear and accessible manner.
• Coordinate multiple tasks and deadlines, maintaining accuracy in a fastpaced environment.
• Assist with special projects and administrative initiatives as assigned.
• Strong written and verbal communication skills.
• Highenergy, proactive work style with willingness to learn and take on new projects.
• Exceptional attention to detail and organizational skills.
• Ability to multitask and prioritize competing deadlines.
• Customerfocused mindset with the ability to present information clearly to diverse audiences.
• Perform other duties as assigned.
• May remain in stationary position for extended periods.

What you will bring:

• High school diploma or GED required.
• Associate degree in Business Administration, Office Management, or related field preferred.
• Minimum 2 years of administrative, office support, or related experience.
• Experience in construction, civil engineering, utilities, or damage prevention highly preferred.
• Relevant industry or administrative certifications are a plus.
• Proficiency in Microsoft Suite Products (e.g. Outlook, Excel, Word, PowerPoint, SharePoint, OneDrive, etc) at an intermediate level.
• Experience with SAP or similar enterprise resource planning systems preferred.
• Ability to learn and adapt to new software tools and internal systems.
• Work is primarily performed in an office environment with standard office equipment.
• Must be able to work onsite at a WSB office or project site office, as needed, up to five days per week, as required by the project, client, or hiring manager.
• Full-time schedule with occasional extended hours to meet project deadlines.
• Travel or field visits may be required to support project needs or stakeholder collaboration.
• Travel may be required.

Who We Are:

WSB is a design and consulting firm specializing in Transportation, Community Planning, Environmental, Energy, Municipal, and Construction services. We provide solutions for the places, spaces and systems that support our lives. We offer services in more than 50 complementary areas across the nation.

Full time WSB employees qualify for competitive compensation and benefits package, including medical insurance, dental insurance, vision insurance, life insurance, company paid short-and long-term disability, 401K with match, paid time off, paid holidays, tuition reimbursement, and opportunities for professional growth and development. Part time employees can participate in the 401K plan and applicable earned paid leave.

As an EEO/Affirmative Action Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, veteran or disability status.

WSB strives to ensure that its careers website is accessible to all. If you need assistance completing your online application, please email [e-mail].

As an Equal Opportunity Employer, WSB is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans. If you need a reasonable accommodation to assist with your job search or application for employment, please e-mail us at [e-mail]. In your e-mail, please include a description of the specific accommodation you are requesting as well as the job title and requisition number of the position for which you are applying.

Notice to Third Party Agencies: WSB does not accept unsolicited resumes from third party recruiting firms. Absent a signed Service Agreement by WSB, we reserve the right to pursue and hire any unsolicited candidates without financial obligation to recruiters or agencies.

Equal employment opportunity, including veterans and individuals with disabilities.

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