Contracting Assistant

Milesresources; Puyallup (WA); On-site; USD 38,572 - 46,838; Full time

Benefits offered by this job

Medical, dental, vision

Paid time off

Retirement plan

Job summary

Miles Resources in Western Washington is seeking a Contracts & Administration Assistant to support the Contracts & Administration team with document processing, compliance tracking, data entry and lifecycle management from inception to closeout.

The role focuses on coordinating contract routing, file version control, and audit readiness, while collaborating with Project Managers, Estimators and other staff.

Qualifications

• Highly organized and detail-oriented professional
• Strong understanding of contract routing and file version control
• Experience with COIs, W‑9s, and L&I processes is preferred
• Proficient in Excel tracking and ERP/PM platforms
• Able to audit documents for accuracy and completeness
• Excellent written and verbal communication

Responsibilities

• Provide day-to-day administrative support to Contracts & Administration
• Coordinate contract routing, logging, filing and version control
• Track compliance documents (COIs, W‑9s, licenses) and update staff
• Assist with prequalification, bidding and project start-up tasks
• Support project managers, estimators and other staff with workflows

Skills

Excel tracking

Document control

Communication skills

Data entry

Project administration

Tools

LCPtracker

L&I Contractor Portal

Viewpoint

Apex

Bluebeam

Adobe

Job description

Application Closing Date: September 31, 2026

Compensation: $28.00 - $34.00 (DOE)

Job Description

Miles Resources has been a trusted name in the industry for over 16 years, and we are seeking a safety-focused and customer-oriented Contracting Assistant to join our team in Western Washington. If you are an experienced Contracting Assistant and looking for a stable, rewarding career with a company that values safety, professionalism and teamwork, this is the opportunity for you!

What You’ll Do

• Hours: 7 AM – 3:30 PM (start – end time is flexible with prior management approval)
• The Contracting Assistant provides essential, day-to-day operational and administrative support to the Contracts & Administration team.
• As the department undergoes a strategic restructuring, this position will play a vital role in assisting with the implementation, organization, and refinement of both existing and new administrative workflows.
• Serving as a central support resource, the role focuses heavily on document processing, compliance tracking, data entry, managing contract documentation from inception to closeout & contract lifecycle management.
• The Contracting Assistant collaborates directly with the Contract Administration Manager, Project Administrators, Project Managers, and Estimators.

Document Control & Contract Routing

• Assist with coordinating the administrative flow of incoming and outgoing prime contracts, subcontracts, joint‑venture agreements, and master agreements to ensure a smooth workflow and contract lifecycle.
• Scan, log, and file agreements into appropriate digital folders, maintaining an organized folder structure and strict file version control.
• Assist in tracking and communicating contract status updates with appropriate internal staff, such as Project Managers.
• Assist with the initial review of contracts, verifying customer status and gathering appropriate administrative documentation for new clients.
• Assist with the completion of Project Workbooks by inputting all applicable information and tracking key dates.
• Audit document files to verify that all necessary initials, notary stamps, and corporate signatures are fully present and accounted for.

Tracking & Compliance Assistance

• Assist with monitoring of subcontractor compliance metrics, following up daily via email or phone to collect outstanding Certificates of Insurance (COIs), W‑9 forms, Statement of Intents (SOIs), business licenses, etc.
• Assist with data entry and administrative verification of weekly Certified Payroll reports from lower‑tier subcontractors using the L&I Contractor Portal, LCPtracker or other systems as needed.
• Help assemble documentation logs for Washington State L&I Intent and Affidavit filings to support clean project start‑up & closeouts.
• Log and track subcontractor progress toward mandatory project‑specific targets, including Apprentice Utilization and DBE/MWBE participation percentages.

Preconstruction & Bid Administration Support

• Create and maintain various Excel tracking sheets.
• Assist in drafting, formatting, and updating company‑wide forms and templates.
• Provide cross‑functional administrative assistance to the Contracting, Project Management, and Estimating teams.
• Assist with prequalification’s and annual reporting.
• Perform other administrative duties as assigned to support evolving department needs.

What We Are Looking For

• The ideal candidate is a highly organized and exceptionally detail‑oriented professional who is eager to support private commercial construction and development, as well as heavy civil construction. This individual must possess a strong desire to learn industry‑specific administration and master complex public works regulations, including WSDOT, local city ordinances, and federal agency guidelines.
• Understanding of requirements for Certified Payroll, Certificates of Insurance (COIs), W‑9s, and Washington L&I Intent and Affidavit processes.
• High‑level proficiency in managing strict file version control, contract routing, and auditing documents.
• Skilled in advanced Microsoft Excel tracking and specialized platforms like LCPtracker and the L&I Contractor Portal.
• Ability to catch administrative gaps, missing data, or compliance discrepancies with high accuracy.
• Ability to remain resilient and positive while helping implement and refine new workflows during organizational change.
• Experience with construction accounting and ERP systems (e.g., Viewpoint, Apex, or similar platforms), Bluebeam, Adobe, alongside advanced Microsoft office skills.
• Exceptional organizational skills and a proven track record of maintaining strict attention to detail in document control or auditing.
• Excellent written and verbal communication skills, with the ability to maintain professional, consistent follow‑up with subcontractors and internal teams.
• Strong ability to prioritize high‑volume tasks, meet strict project deadlines, and work independently in a fast‑paced environment.
• Proactive problem‑solving abilities and a customer‑service mindset, with the flexibility to adapt to evolving workflows and departmental changes.

What We Offer

• Wage range: $28.00 – $34.00 (DOE)
• Excellent benefits package including medical, dental, vision, paid time off and retirement plan.