Contract and Claims Assistant

Bay Cities Paving & Grading, Inc.; Concord (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Bay Cities Paving & Grading, Inc. is seeking a Contracts & Claims Assistant to provide day-to-day administrative support to the Contract & Risk division. You will maintain files, logs, and communications across projects in accordance with company risk procedures.

Responsibilities include processing subcontract and purchase orders, handling insurance records, notices, and claims administration, and advising staff on policy guidelines. Strong organizational and communication skills are essential.

Qualifications

• Education: High School graduate.
• Work Experience: 2 years of Administrative Assistant experience.
• Proficient in Microsoft Word, Excel, Outlook and data entry.

Responsibilities

• Set up document tracking log and project folders, including insurance status.
• Review Subcontracts and Purchase Orders for accuracy and tracking.
• Manage Preliminary Lien/Release procedures and notices.
• Request and verify Project Certificates of Insurance and maintain records.
• Handle GL and Auto Claims administration: log, track, draft letters.
• Advise employees on policy guidelines and process incident/claim forms.
• Perform general office duties and prepare reports.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Data Entry

Adaptable to change

Strong organizational skills

Excellent attention to detail

Friendly and professional commu­n ica

Self-motivated

Education

High School graduate

Job description

General Description

• Sets up document tracking log and directory per project, including current insurance and Union Status.
• Reviews all project specific Subcontracts and Purchase Orders for accuracy and logs and scans Subcontractor contracts for tracking. Assist with creation of new project information packets, subcontracts, and purchase order as needed.
• Understands Preliminary Lien and Release procedures, ensuring vendor compliance, and creating and tracking of Preliminary Notices.
• Requests and verifies Bay Cities’ Project Certificates of Insurance, reviewing, approving, and maintaining insurance records, compliance reports, and databases for the division.
• GL and Auto Claims Administration – log, track, follow up and draft denial letters. Verify information, status, and completeness of claims. Obtain required documents, reports, and status to process and develop claims.
• Assist with advising employees on established policies, procedures, guidelines, and completing incident and claim forms. Collect and prepare and distribute pertinent notices to relevant departments and third-party administrators.
• Performs general office duties, writing correspondence and assisting in preparing reports on a variety of matters.

Brief Description

General Description

The Contracts & Claims Assistant provides day to day administrative support to the Contract & Risk division of the Company. Performs daily activities in accordance with applicable risk management policies, procedures, methods, and techniques.

Essential Duties

• Sets up document tracking log and directory per project, including current insurance and Union Status.
• Reviews all project specific Subcontracts and Purchase Orders for accuracy and logs and scans Subcontractor contracts for tracking. Assist with creation of new project information packets, subcontracts, and purchase order as needed.
• Understands Preliminary Lien and Release procedures, ensuring vendor compliance, and creating and tracking of Preliminary Notices.
• Requests and verifies Bay Cities’ Project Certificates of Insurance, reviewing, approving, and maintaining insurance records, compliance reports, and databases for the division.
• GL and Auto Claims Administration – log, track, follow up and draft denial letters. Verify information, status, and completeness of claims. Obtain required documents, reports, and status to process and develop claims.
• Assist with advising employees on established policies, procedures, guidelines, and completing incident and claim forms. Collect and prepare and distribute pertinent notices to relevant departments and third-party administrators.
• Performs general office duties, writing correspondence and assisting in preparing reports on a variety of matters.

The above list is intended to describe the general nature and level of work being performed by the incumbent(s) of this job. It is not intended to be an exhaustive list of all responsibilities and activities required of this position.

Requirements

Education: High School graduate.

Work Experience: Must have 2 years prior Administrative Assistant experience.

Skills

Proficient skills in:

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Data Entry
• Adaptable to change
• Strong organizational skills
• Excellent attention to detail
• Friendly and professional communication skills
• Self-motivated