Contracts Administrative Assistant

Contracts Administrative Assistant

We are one of the largest mechanical, electrical, and plumbing contractors in Indiana and among the preeminent specialty contractors in the nation. We specialize in a full range of new and retrofit construction for industrial, food processing, commercial, institutional, healthcare, pharmaceutical, and bio-fuel projects.

Shambaugh & Son L.P. is looking for a Contracts Administrative Assistant. In this role you will be responsible for performing a wide variety of organizational tasks for our Legal Department.

Essential Duties & Responsibilities

• Maintain contracts mailbox : log contracts into Excel spreadsheet as received; ensure spreadsheet accuracy
• Regularly check DocuSign / AdobeSign platforms for newly issued, reissued and / or reassigned contracts
• Follow established naming conventions and file contracts in client network folders
• Regularly update contract log as contracts are processed
• Save fully executed contracts and distribute to appropriate internal clients
• Conduct initial research on incoming contracts, identifying past clients and flagging new client contracts on the contract log
• Locate applicable addendums or modifications in Client files and, if applicable, incorporate into the PDF contract using correct language and protocol
• Perform preliminary review of contracts to verify that all required exhibits are included and verify price and scope of the contract match with contract checklist
• Utilize Litera software to compare contract versions and identify any changes
• For paper copy contracts : prepare revisions, copy and scan as required
• For paper copy contracts : assist in creating transmittals and mailing out final copies to clients
• Prepare and draft professional emails related to contract management and client communication
• Assist with filing, document preparation and other administrative tasks as needed
• Support the team with research as needed
• Other duties assigned.

Qualifications

Must have superior reading comprehension. Must be fluent with Microsoft Word, Adobe PDF, and Microsoft Excel. Strong attention to detail and organizational skills. Must have excellent verbal and written communication skills. Satisfied working in a supportive role. Ability to multitask and prioritize. Always improving skills to become a stronger team member. Demonstrates strong initiative and the ability to work independently. Regular and reliable attendance, including the ability to work extended hours and weekends as required.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer / Veterans / Disabled.