Construction Contracts Admin Assistant

EMCOR Group; Ashburn (VA); On-site; USD 60,000 - 68,000; Full time

Job summary

EMCOR Group’s Poole and Kent Corporation in Ashburn, VA is seeking an Administrative Assistant in the Contracts Department. The role supports contract documentation through the full contract life cycle, prepares and files contracts and amendments, tracks milestones and deadlines, maintains the contract database, and enforces internal procedures.

The ideal candidate has 5+ years of administrative support experience in construction, a high school diploma or GED (associates desirable), strong

Qualifications

• 5+ years of related administrative support experience, preferably in construction.
• High School diploma or GED.
• Associate’s degree or paralegal certificate desirable.
• Knowledge of the construction industry and contracting practices.
• Familiarity with federal, state, and city regulations.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel).
• Familiarity with project management/document control software.
• Familiarity with construction/financial software packages.

Responsibilities

• Provide day-to-day administrative support to the Director, Contracts and Legal Affairs in managing mechanical construction contracts and subcontract agreements.
• Prepare, coordinate review of, distribute, and file contracts, amendments, change orders, and other contractual documents.
• Assist in preparing contractual correspondence, notices, and supporting documentation at the direction of the Director.
• Gather supporting records for claims, time extensions, disputed work, and scope changes.
• Maintain contract files, subcontract registers, purchase order logs, and other cost and contract tracking documents.
• Maintain change order logs, including potential changes, requests for additional work, scope revisions, and pending and executed change orders.
• Track contract milestones, submission deadlines, notice requirements, approval status, and outstanding deliverables.
• Escalate overdue responses, missing documentation, and approaching deadlines to the Director.

Skills

Administrative support

Communication

Organizational skills

Multitasking

Education

High School diploma or GED

Associate’s degree

Tools

Microsoft Office

Project management software

Construction/financial software

Job description

EMCOR Group’s Poole and Kent Corporation in Ashburn, VA is seeking an Administrative Assistant in the Contracts Department. The role supports contract documentation through the full contract life cycle, prepares and files contracts and amendments, tracks milestones and deadlines, maintains the contract database, and enforces internal procedures.

The ideal candidate has 5+ years of administrative support experience in construction, a high school diploma or GED (associates desirable), strong