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.

Job Summary

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.

#shambaugh #Onsite

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 appliable, 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
  
  

Equal Opportunity Employer

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

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