Contract Administrator

Kokosing Construction Company, Inc.; Westerville (OH); On-site; USD 40,000 - 52,000; Full time

Job summary

Kokosing Construction Company, Inc. in Westerville, Ohio, is seeking an in-office Contract Administrator to support the Central Ohio Asphalt and Concrete estimating, operations and project management team.

This role focuses on procurement, contracting and office coordination to keep projects on track. Responsibilities include preparing bid documents, routing invoices, scheduling meetings, maintaining records, and assisting engineers with budgets and subcontract administration.

Qualifications

• High school diploma or equivalent experience required.
• Previous experience as an administrative assistant is required.
• Executive level support experience preferred.

Responsibilities

• Prepare bid documents for public and private projects.
• Assist Estimators with quote solicitation, tracking responses, and filing quotes.
• Maintain compliance management for active projects as needed.
• Manage execution of new project contracts – signatures, insurance, bonds.
• Schedule and coordinate meetings and record minutes.
• Prepare and handle confidential information and correspondence.
• Process time entry and calendar management.
• Code and route invoices to projects and accounts.
• Arrange travel and prepare expense reports.
• Receive clients and maintain public relations.
• Proofread correspondence and organize events.
• Provide support to field personnel as needed.
• Assist Engineers with project budgets, subcontracts and purchase orders.

Skills

Excellent writing

Spelling and grammar

Proofreading

Typing 50+ wpm

Microsoft Office

Organizational skills

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Kokosing (www.kokosing.biz) is one of America's 50 largest General Contractors and services a broad spectrum of clients in both the private and public business sectors. Kokosing's services include heavy civil/industrial construction such as highways, bridges, underground utilities, water/wastewater facilities, and marine construction. For over 75 years, Kokosing has successfully attracted the most qualified technical personnel in the construction industry by offering visible challenges, superior quality, and attractive rewards. With over $2.8 billion in annual sales and a commitment to its workforce, Kokosing is the winning team.

Job Description

This in-office Contract Administrator will provide administrative support to Kokosing’s Central Ohio’s Asphalt and Concrete estimating, operations and project management team.

Duties and Responsibilities

• Prepare bid documents for public and private projects
• Assist Estimators with quote solicitation including outreach, tracking responses, and receiving and filing quotes.
• Maintain compliance management for active projects as needed.
• Manage execution of new project contracts – signatures, obtain insurance, bonds and other required documents.
• Schedule and coordinate arrangements for company Management, Operations and other meetings and record detailed minutes of those meetings as requested.
• Prepare and handle confidential information, including correspondence, reports and other company documents.
• Perform time entry and calendar management.
• Code and route invoices for the appropriate project and account
• Schedule and arrange conference calls and meetings.
• Make travel arrangements and prepare expense reports.
• Receive clients and guests, and maintain good public relations with them.
• Prepare and proofread correspondence, memoranda, and other documents.
• Organize charity donation efforts, retirement celebrations, and misc. events.
• Arrange and manage catering services for office meetings, including internal meetings.
• Coordinate and perform general office administration functions, including ordering supplies and obtaining office equipment troubleshooting/repair.
• Provide support to field personnel as needed
• Perform miscellaneous filing and clerical tasks.
• Fill in for corporate office receptionist on assigned days/times for fielding of incoming calls and welcoming of visitors.
• Assist Engineers in setting up procured project budgets, subcontracts and purchase orders.
• Work with engineers to approve brokered truck tickets, materials tickets and other miscellaneous items.
• Provide accounting entry for these approved miscellaneous ticket items.
• Support operations leadership in time entry corrections, building and equipment access cards, and other operational needs.
• Support operations leadership in setting up technical devices such as laptops, tablets, and company cell phones.

Knowledge, Skills and Abilities

• Excellent writing, spelling, grammar, and proofreading skills
• Possess Microsoft Office and other business software skills
• Typing (50+ wpm)
• Ability to organize, prioritize, and produce quality work
• Ability to effectively multi-task
• Excellent interpersonal communication skills, both verbal and written
• Adaptable to changing demands from multiple people
• Detail and deadline oriented
• Punctual and self-motivated to complete assignments in a timely manner
• Ability to work independently and as part of a team

Education and Experience

• High school diploma or equivalent experience required.
• Previous experience as an administrative assistant is required.
• Experience in Executive level support preferred.

Kokosing is an equal employment opportunity/affirmative action federal and state contractor. The company does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected class.

Kokosing (www.kokosing.biz) is one of America's 50 largest General Contractors and services a broad spectrum of clients in both the private and public business sectors. Kokosing's services include heavy civil/industrial construction such as highways, bridges, underground utilities, water/wastewater facilities, and marine construction. For over 75 years, Kokosing has successfully attracted the most qualified technical personnel in the construction industry by offering visible challenges, superior quality, and attractive rewards. With over $2.8 billion in annual sales and a commitment to its workforce, Kokosing is the winning team.