Administrative Assistant Contracts

Job
Overview

  1. Oil Gas and Chemical
  2. Contract
1085861

General Job Description

  • This position relies on established policies, procedures and work practices that apply to the job duties, to make decisions
  • Assist and support others in a function or project.
  • Provides administrative support in a team environment
  • Works closely with the team, with minimum of supervision, handling any and all administrative responsibilities as assigned
  • Administrative duties include, but are not limited to: schedule management, phone coverage, meeting coordination, report preparation, assembling documents, etc.
  • General office duties including mail distribution, creating and maintaining department files
  • Other duties as assigned.

Specific Contracts Description

  • Assist in supporting Contract Administrators and Contract Managers with the preparation and execution of pre-award and post-award activities
  • Support Contract Administrators in the pre-qualification process of subcontractors. Issue, collect and consolidate data.
  • Assist Contact Administrators in the preparation and assembly of Request For Proposals and Contracts.
  • Perform contract documentation distribution and control for reviews and approvals.
  • Prepare and maintain all Contract Management hardcopy and electronic copy files. Use of company’s Document Management Systems, in accordance with company’s records retention.
  • Use of companies Contract Management System Software (VMDF/SRW, ARIBA)
  • Use of SAP (ERP software)
  • Proficient computer and software skills to include the use of word processing and email; use of spreadsheets and electronic presentations (e.g. Microsoft Word, Excel, PowerPoint, Lotus Notes)
  • Other duties as assigned.

Job Requirements

  • Full time – 40 hours a week
  • Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors and visitors, both written and verbal.
  • Ability to create and maintain tracking logs and lists.
  • Ability to multi-task and prioritize to achieve project goals.
  • Detail-oriented, accurate, good organizational skills, judgment and flexibility (helicopter view)
  • Fluent in English
  • Team Player
  • Proficient in standard software used in word processing, creating spreadsheets and presentations, e-mail file management/storage and database management (e.g. Microsoft Word, Excel, PowerPoint, Lotus Notes)

Personal requirements

  • Enthusiastic, sparkling and stable personality, not easily stressed out.
  • Self starter
  • Integrity is key!
  • Flexible
  • Adaptability
  • Service minded
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