Assistant Contracts & Claims Administrator

Vets Hired; Newark (NJ); On-site; USD 60,000 - 75,000; Full time

Job summary

Vets Hired seeks an Assistant Contracts & Claims Administrator in Newark, NJ to support contract administration for capital projects. You will assist with contract preparation, review, and related legal documentation while coordinating with internal departments and external agencies.

The ideal candidate has a Bachelor's degree and at least 1 year of experience with contracts or real estate, with strong research, organizational, and communication skills.

Qualifications

• Bachelor's degree required.
• At least 1 year of experience with contracts, public construction, real estate, railroad projects, or legal agreements.
• Paralegal or contract review experience preferred.
• Knowledge of contract administration and legal documentation.
• Strong research, analytical, and organizational skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects and maintain documentation.

Responsibilities

• Assist in preparing and reviewing contracts and legal agreements for capital projects.
• Track and organize contracts with utilities, railroads, municipalities, and third parties.
• Conduct research on title documents, legal descriptions, and property records.
• Draft correspondence with project stakeholders.
• Coordinate invoice processing, purchase orders, and agreement approvals.
• Work with Risk Management, Procurement, Real Estate, Environmental, and Legal departments to support capital projects.
• Maintain electronic and hard-copy contract files and project records.
• Assist in drafting, reviewing, and proofreading contracts, agreements, and memoranda.
• Conduct legal research related to transportation laws, regulations, and court decisions.
• Assist in negotiating agreements with public utilities and external organizations.
• Review insurance requirements and indemnification agreements.
• Assist in preparing Board of Directors materials related to contracts and acquisitions.
• Organize meetings and perform additional administrative duties as assigned.

Skills

Research

Analytical skills

Organizational skills

Communication skills

MS Office proficiency

Education

Bachelor's degree

Paralegal or contract review experience

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Job description

Job Summary

The Assistant Contracts & Claims Administrator supports the administration of contracts and legal agreements for capital projects. This role assists with contract preparation, agreement review, legal research, document management, stakeholder coordination, invoice processing, and compliance activities while working with internal departments and external agencies to facilitate project delivery.

Duties and Responsibilities

• Assist in preparing and reviewing contracts, legal agreements, and real estate documents for capital projects.
• Track and organize contracts and agreements with public utilities, railroads, municipalities, and third-party organizations.
• Conduct research on title documents, legal descriptions, and property records.
• Draft correspondence and communications with project stakeholders.
• Coordinate invoice processing, purchase orders, and agreement approvals.
• Work with Risk Management, Procurement, Real Estate, Environmental, and Legal departments to support capital projects.
• Maintain electronic and hard-copy contract files and project records.
• Assist in drafting, reviewing, and proofreading contracts, agreements, and memoranda.
• Conduct legal research related to transportation laws, regulations, and court decisions.
• Assist in negotiating agreements with public utilities and external organizations.
• Review insurance requirements and indemnification agreements.
• Assist in preparing Board of Directors materials related to contracts and acquisitions.
• Organize meetings and perform additional administrative duties as assigned.

Requirements

• Bachelor's degree.
• At least 1 year of experience working with contracts, public construction, real estate, railroad projects, or legal agreements.
• Paralegal or contract review experience preferred.
• Knowledge of contract administration and legal documentation.
• Strong research, analytical, and organizational skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects and maintain accurate documentation.