Administrative Assistant Contracts

CONTRACTS ADMINISTRATIVE ASSISTANT

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