Contracts Compliance Administrator, Contracts & Compliance Administration Department

Onyx Corporation; Acton (MA); Sur place; USD 52 000 - 68 000; Plein temps

Résumé du poste

Onyx Corporation in Acton, MA is seeking a Contracts Compliance Assistant to provide administrative support to the Manager of Contracts & Compliance Administration. You will help prepare subcontract agreements, track insurance and compliance documents, and assist with permits and preconstruction tasks.

In this role you’ll maintain accurate files, summarize outstanding items, and coordinate document flow with internal teams, vendors, and municipalities, helping us stay compliant and organized.

Qualifications

• Prior administrative experience in construction, engineering, contracting, or project administration.
• Excellent organization, accuracy, and deadline-tracking.
• Proficiency with MS Outlook, Word, Excel and TEAMS; ability to learn Sage.
• Clear professional communication with internal teams, vendors, insurers, and municipalities.
• Ability to manage multiple requests and protect confidential information.

Responsabilités

• Prepare initial subcontract agreements and purchase orders.
• Maintain logs and tracking for commitments, permits, and documents.
• Coordinate signature requests and document distribution.
• Track certificates of insurance and compliance forms.
• Monitor open items and provide status updates to the Manager.
• Support routine projects and filing per SOPs.

Connaissances

Administrative experience

Communication

Document management

Deadline tracking

Organization

Outils

Microsoft Outlook

Microsoft Word

Microsoft Excel

Teams

Sage

Description du poste

About Onyx Corporation

Onyx Corporation is a family-owned construction company based in Acton, Massachusetts, specializing in heavy civil construction, excavation, landscape construction, and construction materials. With a commitment to quality workmanship, safety, and customer satisfaction, Onyx takes pride in delivering projects that make a lasting impact on the communities it serves.

About Onyx Corporation

Onyx Corporation is a family-owned construction company based in Acton, Massachusetts, specializing in heavy civil construction, excavation, landscape construction, and construction materials. With a commitment to quality workmanship, safety, and customer satisfaction, Onyx takes pride in delivering projects that make a lasting impact on the communities it serves. Through its Excavation, Landscape Construction, and Materials divisions, Onyx provides a wide range of services and expertise to support projects throughout the region. Our team combines industry knowledge, skilled employees, modern equipment, and a hands-on approach to get the job done safely and efficiently. As a family-owned company, Onyx values its people and recognizes that our employees are the foundation of our success. We strive to foster a collaborative, team-oriented work environment where employees are respected, supported, and given opportunities to grow and develop their careers. At Onyx, we believe in working together, taking pride in what we do, and building a company where people want to work and grow.

Position Summary

The Contracts Compliance Assistant provides day-to-day administrative and organizational support to the Manager | Contracts & Compliance Administration. The position assists with agreement preparation and tracking, insurance and compliance documentation, permitting, preconstruction support, and special projects as directed by the Manager. The Assistant maintains accurate files and logs, prepares routine correspondence, coordinates documentation, and ensures timely follow-through on assigned tasks and outstanding items under the Manager’s direct supervision. This is an administrative support position. Contract interpretation, negotiations, acceptance of subcontractor markups, approval of nonstandard terms, and compliance exceptions remain with the Manager or other designated approvers.

Agreements, Subcontracts & Purchase Orders

• Prepare initial subcontract agreements and purchase orders using approved templates and project information supplied by the responsible team.
• Assign consecutive commitment numbers and maintain accurate commitment and agreement tracking logs in accordance with company procedures.
• Coordinate agreement distribution, signature requests, reminders, and receipt of fully executed documents as directed.
• Receive, organize, and track subcontractor markups; route every proposed contractual change to the Manager for review before responding or revising terms.
• Prepare redlines or incorporate revisions only from the Manager’s approved instructions; maintain clear version control and records of outstanding changes.
• File completed agreements and distribute approved final documents to designated personnel.

Insurance, Compliance & Permitting

• Request and track certificates of insurance, endorsements, W-9s, workers’ compensation documents, and other required vendor or subcontractor compliance forms.
• Check incoming documentation for administrative completeness against established checklists; refer missing, inconsistent, or nonconforming coverage and other exceptions to the Manager.
• Maintain expiration and renewal logs; request updated documentation and follow up on outstanding items.
• Prepare permit and license applications, assemble supporting information, and coordinate routine submissions under direction.
• Track application status, approvals, expirations, and renewal deadlines; coordinate required bonds and insurance documentation and notify project personnel of status.

Tracking, Communication & Document Control

• Maintain accurate status logs for agreements, commitments, permits, insurance, compliance documentation, and handoff activities.
• Draft and send routine requests and follow-up emails within approved procedures and communication guidelines.
• Proactively monitor assigned open items, identify approaching deadlines, and provide concise status updates to the Manager.
• Maintain document naming conventions, filing standards, and version control; support administrative meeting materials and special projects as assigned.

Qualifications & Skills

• Prior administrative experience; construction, engineering, contracting, or project administration experience preferred.
• Strong organization, accuracy, document management, and deadline-tracking skills.
• Proficiency in Microsoft Outlook, Word, and Excel & TEAMS; ability to learn Sage and other company systems.
• Clear professional communication and comfort following up with internal teams, vendors, subcontractors, insurers, and municipalities.
• Ability to manage multiple concurrent requests, follow written procedures, protect confidential information, and expedite questions promptly.

Essential Qualities & Work Style

• Exceptional attention to detail: accurately prepares documents, checks names, dates, amounts, and required attachments, and maintains reliable version control.
• Proactive follow-through: monitors open items, sends timely reminders, and closes the loop without needing repeated direction.
• Organization and prioritization: manages competing deadlines and multiple projects while keeping records and status logs current.
• Sound judgment: recognizes unfamiliar language, discrepancies, and exceptions; asks questions and escalates them rather than making unauthorized decisions.
• Ownership and accountability: takes responsibility for assigned tasks, communicates progress, and promptly identifies obstacles or delays.
• Professional persistence: follows up tactfully and confidently with internal teams, vendors, subcontractors, agents, and municipalities.
• Discretion and trustworthiness: handles contracts, pricing, personnel information, and other confidential materials appropriately.
• Adaptability and teamwork: remains composed as priorities shift, works effectively across departments and responds constructively to feedback.
• Process-minded approach: follows established SOPs, maintains consistent filing practices, and identifies practical administrative improvements.

Why Join Onyx?

At Onyx Corporation, we believe our people are our greatest asset. We offer the opportunity to be part of a team that values hard work, collaboration, safety, and professional growth. Whether you’re building your career or bringing years of industry experience, you’ll have the opportunity to make a meaningful contribution and be part of something bigger.

Equal Employment Opportunity

Onyx Corporation is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants and do not discriminate based on any legally protected status or characteristic.

Join the Onyx Team!

If you’re looking for an opportunity to grow your skills, take pride in your work, and contribute to a team that gets the job done, we’d like to hear from you.