Assistant Contract Administrator

ACCO Engineered Systems; Pasadena (CA); On-site; USD 34,000 - 45,000; Full time

Job summary

ACCO Engineered Systems seeks an Assistant Contract Administrator to support contract review and administration across the business. You will log and track electronic signatures, review project specs for compliance, and organize certificates of insurance while coordinating with project management and internal teams.

The role emphasizes risk management, attention to detail, and strong communication as you liaise with contractors and departments to ensure smooth operations.

Qualifications

• High School Diploma or equivalent.
• Minimum of 1 year of administrative or contracts-related experience.
• Bachelor's degree.
• Legal research software experience (e.g., Westlaw) is a plus.

Responsibilities

• Log in, track, and gain approvals for electronic signature documents while maintaining the contracts log.
• Support pre-qualification of bidders and provide contract information to Purchasing for subcontracts.
• Review project specifications for contractor compliance, evaluate change orders and extra compensation claims.
• Order Certificates of Insurance from customers via broker and organize subcontractor COIs.
• Serve as liaison between general contractors, project managers, administration, and other departments.
• Assist management with acquiring insurance and supporting special projects.
• Prepare ad hoc reports as required by management.
• Perform other duties as assigned.

Skills

MS Excel

MS Word

Bluebeam

Attention to detail

Communication

Negotiation

Time management

Westlaw experience

Education

High School Diploma or equivalent

1 year administrative or contracts experience

Bachelor's degree

Tools

MS Excel

MS Word

Bluebeam PDF

Job description

Job Summary:

The Assistant Contract Administrator is responsible for assisting with contract review and supporting the administration of all contracts and subcontracts across the business. A typical day involves logging and tracking electronic signature documents, reviewing project specifications, and helping organize certificates of insurance. Additionally, this role serves as a key liaison between project management, external contractors, and internal departments to support risk management and compliance functions.

Essential Duties and Responsibilities:

• Log in, track, and gain approvals for electronic signature documents while maintaining the contracts log.
• Contribute to the pre-qualification of bidders for contract packages and provide contract information to the Purchasing Department for inclusion in subcontracts.
• Review project specifications to ensure contractor compliance, evaluate extra compensation claims, and assist in processing contract change orders.
• Order certificates of insurance for customers through the business's broker and organize incoming subcontractor certificates of insurance.
• Act as a liaison between general contractors, project managers, administration, and other internal departments.
• Assist management with the acquisition of insurance and support special projects as required.
• Prepare ad hoc reports as required by management.
• Perform other duties as assigned.

Position Requirements (Work Experience, Skills, Licenses, etc.):

• Proficient in MS Excel functionality, including formulas, functions, databases, graphs, reports, forms, and macros.
• Skilled in MS Word for document creation and PDF writable software (e.g., Bluebeam) for text editing.
• High level of data accuracy (98% accuracy required in all work products) and strong attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to negotiate, resolve conflicts, and organize complex data effectively.
• Able to work in a fast-paced, deadline-driven environment while maintaining professional behavior.
• Experience with Westlaw or legal research software is a plus.

Education and Experience

Required

• High School Diploma or equivalent.
• Minimum of 1 year of administrative or contracts-related experience.

Desired

• Bachelor's degree.
• 1-2 years of contracts experience in the construction industry.

ACCO Competencies:

• Proactivity/Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance: Shows wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Motivation/Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals, takes responsibility, and shows personal humility.
• Technical Curiosity/Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• People Skills: Is approachable and gains the mutual trust and respect of others. Understands people's strengths & weaknesses and actively seeks to understand other perspectives.
• Communication: Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to the organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Problem-Solver: Ability to identify, analyze, and solve problems in support of personnel, group, department, or organizational objectives.
• Execution: Effectively takes a vision and translates into action by including the right people. Identify and remove barriers, when possible, to achieve results. Demonstrates appropriate compromise, effective time management, prioritization practices and holds team members (including themselves) accountable for their performance/conduct.
• Professionalism: Respectfully observes and challenges the status quo with intent for improvement. Can take direction, accept feedback, and take full responsibility for their actions. Lead by example through positive influence and ethical leadership with consideration of the entire organization.

Job Responsibility Level:

No direct reports

Travel Requirements:

Travel required 0-5 % of the time to other office locations.

Hours:

This is a non-exempt position from Monday through Friday. Work hours begin and end between 7:00 am and 5:00 pm with a one-hour break for lunch and two rest breaks. Eight hours per day is required and other occasional overtime may be necessary for business needs

Physical Demands:

• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Prolonged sitting.
• Frequently required to reach with hands and arms.
• Occasionally required to stand; walk and stoop, kneel, crouch.

Competitive Wages:

$25-$33 per hour. Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.