Contract Administration Assistant

Architectural Fabrication, Inc.; Fort Worth (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Architectural Fabrication, Inc. in Fort Worth, TX, seeks a Contract Administration Assistant to support the contract administrator, ensuring compliance with policies and government contract requirements and advancing contracts to executed status.

The role involves processing closeout documents, coordinating addendums, entering billing data in Salesforce, managing insurance certificates, and preparing prequalification data for General Contractor portals.

Qualifications

• Salesforce and Google Suite experience preferred.
• Excellent written and verbal communication.
• Excellent attention to detail and accuracy in entering financial data.
• Ability to prepare business correspondence.
• Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.
• Strong organizational, problem solving and analytical skills.
• Able to manage priorities and workflow with frequent interruptions and meet deadlines.

Responsibilities

• Process construction project closeout documents, including warranties, reconciliations, and cleaning instructions, and provide to customers.
• Coordination of required documents and addendums during contract administration process.
• Entry into Salesforce of special contract requirements, billing and retainage data.
• Follow up with internal and external personnel until contracts in fully executed status.
• Process certificates of insurance and evidence of property certificates for stored material.
• Compliance for insurance requirements.
• Respond to Certificates of Insurance requests.
• Maintain and update OCIP and CCIP information requests.
• Prequalifications - input of company data to qualify to General Contractor portals for qualification approval to bid and execute projects.

Skills

Salesforce

Google Suite

Communication

Attention to detail

Business correspondence

Financial data entry

Disounts & percentages

Organization

Problem solving

Prioritization

Tools

Salesforce

Google Workspace

Job description

Architectural Fabrication (Arch-Fab) is a leading B2B manufacturer of aluminum shade and architectural products for the commercial construction industry. Our purpose is to create a place where people can thrive—starting with our own team members. We believe that by fostering an exceptional environment for our employees, we in turn help our customers, partners, and suppliers succeed. Our highly collaborative culture is built on values that identify ideal team players.

Position Summary

The contract administration assistant aids the contract administrator to ensure compliance with policies and procedures as well as any Government contract compliance requirements. This position establishes project and customer set up and obtains all information necessary to advance the contract to executed status.

Key Responsibilities

Process construction project closeout documents, including warranties, reconciliations, and cleaning instructions, and provide to customers

Coordination of required documents and addendums during contract administration process

Entry into Salesforce of special contract requirements, billing and retainage data

Follow up with internal and external personnel until contracts in fully executed status

Process certificates of insurance and evidence of property certificates for stored material

Compliance for insurance requirements

Respond to Certificates of Insurance requests

Maintain and update OCIP and CCIP information requests

Prequalifications - input of company data to qualify to General Contractor portals for qualification approval to bid and execute projects

Required Qualifications & Experience

Salesforce and Google Suite preferred

Excellent written and verbal communication skills

Excellent attention to detail and accuracy in entering financial data

Ability to prepare business correspondence

Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages

Strong organizational, problem solving and analytical skills

Able to manage priorities and workflow with frequent interruptions and meet deadlines

Who You Are

You are a leader who naturally embodies our core values. We are looking for someone who is:

Reliable & Accountable: You have a high degree of integrity and your team can depend on you to do what you say you will do.

A Proactive Learner: You have a growth mindset and are constantly seeking ways to improve yourself, your team, and the business.

Resilient & Poised: You handle pressure with a calm, even-keeled demeanor and are a persistent problem-solver.

A True Team Player: You are highly collaborative and understand that the best results come from working together.

Driven to Excel: You are motivated to go the extra mile and are committed to delivering high-quality results.