Contracts Admin. Assistant

Job Title: Contracts Administrative Assistant

Location: Livermore, CA

Payrate: $28/HR

Schedule: Part-time | Temp-to-Hire (TTH)

Position Summary

The Contract Associate provides essential administrative and accounting support for construction projects. This role handles contracts, compliance documentation, vendor coordination, and fleet management. Success requires strong organizational skills, attention to detail, and the ability to independently manage multiple responsibilities in a fast-paced construction environment.

Key Responsibilities

Pre-Liens

• Complete and process pre-lien templates accurately and timely
• Route documents for internal approval
• Mail pre-liens via certified mail
  
  

Preliminary Information Sheets

• Coordinate with Project Managers and contractors to gather required project information
• Ensure pre-lien information is completed within 20 days of jobsite arrival
  
  

Job Contracts Administration

• Set up and maintain job folders
• Update and distribute job information files to company users
• Maintain and update job number files
  
  

Subcontracts Administration

• Prepare subcontract templates (contracts, COI, scope of work documents)
• Distribute documents to Project Managers and contractors
• Track, reconcile, and process invoices related to contracts for payment
• Complete project close-out procedures
  
  

Waivers

• Prepare and distribute waivers for pre-liened projects monthly
• Track receipt of signed and approved waivers
• File documentation appropriately
  
  

Vendor Contracts & Applications

• Coordinate with vendors to renew/establish contracts and applications
  
  

OCIP Reporting

• Complete required project reporting on appropriate websites monthly
• Monitor and close out projects upon completion
  
  

Payroll / Accounts Payable Backup

• Provide support for payroll and AP functions
• Utilize Pro-Contractor or similar construction accounting software
  
  

Required Skills & Qualifications

• Proficient in 10-key by touch and typing
• Strong working knowledge of Microsoft Office Suite (including Outlook)
• Exceptional attention to detail and organizational skills
• Ability to work independently with minimal supervision
• Comfortable with electronic filing systems and shared drives
• Able to read and understand company contracts and related documentation
  
  

Preferred Qualifications

• Experience with Pro-Contractor or similar construction accounting software
• Knowledge of construction accounting (AP, union payroll)
• Prior experience in construction administration or contract coordination
  
  

Work Environment

• Fast-paced construction office environment
• Ability to manage multiple projects and deadlines simultaneously
• Frequent communication with Project Managers, contractors, vendors, and internal staff
  
  

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

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About Kelly

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