Administrative Assistant, Contracts Department

About Us: We are one of the leading mechanical contractors in the eastern United States. Our construction and service (mechanical and electrical) experience includes a broad range of commercial and government projects, including data centers, hospitals, sports stadiums, convention centers, hotels, and research laboratories. Job Summary: Job Title: Administrative Assistant, Contracts Department Location: Ashburn, VA Reports to: Director, Contracts and Legal Affairs FLSA Status: Non-Exempt Company Overview The Poole and Kent Corporation is a subsidiary of publicly traded EMCOR Group Inc. Poole and Kent is one of the leading mechanical contractors in the eastern United States. Our construction and service (mechanical and electrical) experience includes a broad range of commercial and government projects, data centers, hospitals, sports stadiums, convention centers, hotels, and research laboratories. Summary At the direction of the Director, Contracts and Legal Affairs, the Administrative Assistant, Contracts Department supports the management of contract documentation across the full contract life cycle. Duties include preparing, handling, and distributing prime contracts and subcontracts and tracking notice requirements and key contract deadlines. The Administrative Assistant is also responsible for accurately maintaining the company’s contract documentation, the contract and project database, and internal standard operating procedures for the contract process. #pkcorp Essential Duties & Responsibilities: Contract Administration Provide day-to-day administrative support to the Director, Contracts and Legal Affairs in managing mechanical construction contracts and subcontract agreements. Prepare, coordinate review of, distribute, and file contracts, amendments, change orders, and other contractual documents. Assist in preparing contractual correspondence, notices, and supporting documentation at the direction of the Director. Gather supporting records for claims, time extensions, disputed work, and scope changes. Maintain contract files, subcontract registers, purchase order logs, and other cost and contract tracking documents. Maintain change order logs, including potential changes, requests for additional work, scope revisions, and pending and executed change orders. Track contract milestones, submission deadlines, notice requirements, approval status, and outstanding deliverables. Escalate overdue responses, missing documentation, and approaching deadlines to the Director. Correspondence & Records Manage incoming and outgoing contract correspondence and document distribution. Maintain electronic and hard-copy project files and office records in accordance with company and project requirements. Handle sensitive contractual, financial, and commercial information with strict confidentiality. Office Support Maintain calendars, schedule meetings, coordinate conference calls, and handle meeting logistics. Prepare spreadsheets, reports, letters, forms, and presentations using Microsoft Office. Perform other administrative and coordination duties as assigned. Reporting Relationship and Authority The Administrative Assistant reports directly to the Director, Contracts Department and provides administrative and coordination support to the commercial and contractual functions of the company’s construction projects. The position works collaboratively with the Project Manager, Project Engineers, Superintendent, procurement team, accounting personnel, general contractor representatives, subcontractors, and vendors. The Administrative Assistant does not independently negotiate contract terms, authorize changes in scope, approve expenditures, commit the company to contractual obligations, or issue formal contractual notices unless expressly authorized by the Director, Contracts Department. Qualifications: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements l…

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