Contract Assistant

Teichert; Sacramento (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

Teichert is seeking a Contracts Assistant to provide essential administrative support for contracting operations. You will handle processing of agreements, coordinate document workflows, and maintain records to ensure compliance.

The role involves collaboration with contract admins and cross-functional teams to enable timely contract execution and accurate reporting. A background in office administration with construction exposure is preferred.

Qualifications

• Associate’s degree or equivalent combination of training and experience.
• CCMA certification from NCMA desirable or ability to obtain.
• 1–3 years in an office/clerical role required; construction exp preferred.

Responsibilities

• Prepare and issue subcontracts, service orders, professional service agreements, and purchase orders.
• Coordinate electronic document distribution and execution workflows via DocuSign.
• Monitor and prioritize incoming agreement requests for timely processing and delivery.
• Collect and maintain compliance documentation from subcontractors for new and existing agreements.
• Generate and distribute monthly insurance expiration notifications to subcontractors.
• Follow up on insurance expiration notices to secure renewals.
• Research, obtain, and update subcontractor licensing information and DIR numbers.
• Review and process bond premium invoices for accuracy and approval.
• Collaborate with Cost team to resolve compliance-related issues affecting payments.
• Maintain organized departmental records and filing systems.

Skills

Relationship Management

Communications

Organization and Management

Technology: Microsoft Office

Technical competence in contract admin

Problem solving

Education

Associate’s degree or equivalent

CCMA (NCMA) certification desirable

Tools

MS 365 Suite

Adobe Products

DocuSign

Job description

Purpose

The Contracts Assistant provides essential administrative support for the organization's contracting operations. This position handles the processing and execution of various agreements, coordinates document workflows, tracks compliance requirements, and maintains organized records. The Contracts Assistant works closely with the contract administrators to learn the fundamentals while contributing to efficient and compliant contracting processes.

Position Description

Purpose

The Contracts Assistant provides essential administrative support for the organization's contracting operations. This position handles the processing and execution of various agreements, coordinates document workflows, tracks compliance requirements, and maintains organized records. The Contracts Assistant works closely with the contract administrators to learn the fundamentals while contributing to efficient and compliant contracting processes.

Focus & Scope

Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below:

Company / Entity

• Actively supports the achievement of construction, utilities, and solar goals and objectives by applying knowledge of company’s contracting, finance, purchasing, engineering and controls procedures, and construction practices.
• Collaborates across area offices and ensures a particular focus on consistency of contract administrative reporting practices and procedures. Adheres to policies, procedures, and standards that protect the company’s interests.
• Promotes and protects the community perception of Teichert.
• Support the cultivation of strong relationships with clients, suppliers, and partners to foster timely contract execution and dispute resolution.
• Collaborate with cross-functional teams, including estimating, sales/business development, legal, finance, and operations, to coordinate contract activities and achieve strategic business objectives.
• Assists in achieving a zero-injury culture through supporting safety programs and actively participating in appropriate safety meetings and training sessions in an effort to maintain a safe and healthy work environment and to meet corporate safety standards.

Technical / Specialty Area

• Prepare and issue subcontracts, service orders, professional service agreements, and purchase orders in accordance with established procedures and timelines.
• Coordinate electronic document distribution and execution workflows through DocuSign, ensuring proper routing to all required parties for approval and signature completion.
• Monitor, track, and prioritize incoming agreement requests to ensure efficient processing and timely delivery of executed documents.
• Collect and maintain compliance documentation from subcontractors for both new and existing agreements, ensuring adherence to contractual requirements.
• Generate, prepare, and distribute monthly insurance expiration notifications to subcontractors with expiring or expired certificates.
• Follow up on insurance expiration notices to secure timely renewal of certificates and maintain current coverage documentation.
• Research, obtain, and update subcontractor licensing information and DIR registration numbers to verify ongoing compliance status.
• Review and process bond premium invoices for accuracy and approval prior to payment authorization.
• Collaborate with the Cost team to identify and resolve compliance-related issues that may impact payment processing.
• Maintain organized departmental records and filing systems through accurate document processing, file creation, and systematic record management.

Key Relationships

Reports To

• Contracts & Insurance Risk Manager

Direct Reports

• None

External Clients

• Owners, developers and private customers, public agencies, state and federal regulatory agencies, Subcontractors, suppliers

Internal Clients

• Construction, Utilities, and Solar Estimators, Project Managers, Superintendents, Corporate FAST Team, Teichert Materials, and Mobile Equipment

Education

Role Qualifications & Requirements

• Associate’s degree or equivalent combination of technical training and related experience.
• Certified Contract Management Associate (CCMA) from NCMA certification or ability to obtain one desirable.

Experience & Industry Expertise

• A minimum of one to three (1-3) years of experience in an office/clerical role.
• At least 1 year of experience in the construction industry preferred.

Specific Job Requirements

• Basic knowledge of Subcontracts, Service Orders, Professional Service Agreements, Purchase Orders, Insurance Certificates, and Bonds.
• Successful completion of pre-employment drug, alcohol, and background investigation
• Current on all company required safety training
• Ability to preserve confidential and proprietary information and avoid conflicts-of-interest
• Knowledge of general office procedures
• Proficient knowledge of MS 365 Suite, Adobe Products, and DocuSign.
• Knowledge of Standard Operating Policies and Procedures
• Ability to consistently appear for work on time

Competencies

• Relationship Management
• Business Acumen
• Communications
• Organization and Management
• Technology: Microsoft Office
• Technical competence in contract administration

Equipment Used, Physical Demands, and Work Environment

Equipment Used

• Personal computer, telephone, personal protective equipment (i.e. safety glasses, hearing protection), and general office equipment.

Physical Demands & Work Environment

• Physical: Sitting for long periods of time working at the computer and the telephone. Some lifting of materials and equipment up to 10 lbs, bending, and stooping. Close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work Environment: Typical office environment with adequate temperatures and lighting, low levels of noise. Demands of meeting tight deadlines.

Hourly Base Salary Range

$28.45 - $39.82

The range displayed reflects the range the company reasonable expects to pay for the position. The actual base salary is subject to variation due to the role, level, geographic location, relevant education, training, or experience, among other factors.

Employer Disclosure Statement

The above statements and job description is intended to describe the nature and level of work being performed within this job. They are not intended to be an exhaustive list of all responsibilities, duties, and tasks. Other similar or additional duties are performed as assigned.

Equal Opportunity Employer

Teichert and its subsidiaries pride themselves on being an Equal Opportunity Employer. Individuals seeking employment at our company are considered without regards to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by federal, state or local laws.

Applicants with disabilities may be entitled to reasonable accommodation. A reasonable accommodation is a change in the way things are normally done that will ensure an equal employment opportunity without imposing an undue hardship on the company. If you are an applicant with a disability, please inform Robert Maxey ([e-mail]) if you need assistance completing any forms or to otherwise participate in the application process.

Notice to Staffing Agencies

Teichert, Inc. and its subsidiaries ("Teichert") will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Teichert, including unsolicited resumes sent to Teichert mailing address, fax machine or email address, directly to Teichert employees, or to Teichert’s resume database will be considered Teichert property. Teichert will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume. Teichert will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Teichert’s recruiting function to submit resumes, and then only in conjunction with a valid fully-executed contract for service and in response to a specific job opening. Teichert will not pay a fee to any Agency that does not have such agreement in place. Agency agreements will only be valid if in writing and signed by Teichert’s Human Resources Representative or his/ her designee. No other Teichert employee is authorized to bind Teichert to any agreement regarding the placement of candidates by Agencies.

Street Address

3500 American River Drive

City

Sacramento

State/Province

California

Zip Code

95864

Job Title

Contract Assistant