What are the responsibilities and job description for the Contract Support Specialist position at Madrid Amalgamated Group?
Job location: Bartlow, FL
About The Role
The Contract Support Specialist provides administrative and operational support to the organization by assisting with contract administration, proposal coordination, invoicing support, and general office operations. This role works closely with technical, project management, accounting, and leadership teams to ensure contracts, project documentation, and client deliverables are prepared accurately and completed on schedule. Success in this position requires exceptional organization, attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced consulting engineering environment.
Key Responsibilities
About The Role
The Contract Support Specialist provides administrative and operational support to the organization by assisting with contract administration, proposal coordination, invoicing support, and general office operations. This role works closely with technical, project management, accounting, and leadership teams to ensure contracts, project documentation, and client deliverables are prepared accurately and completed on schedule. Success in this position requires exceptional organization, attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced consulting engineering environment.
Key Responsibilities
- Prepare, review, organize, and maintain client contracts, work authorizations, amendments, and related project documentation.
- Track contract status, key dates, insurance requirements, and other contractual obligations to ensure timely execution and compliance.
- Assist with client invoicing by gathering project information, preparing supporting documentation, and coordinating with project managers and accounting.
- Support proposal development by coordinating, formatting, proofreading, and assembling RFQs, RFPs, SOQs, and other marketing or proposal materials.
- Maintain proposal content, resumes, project profiles, and qualification documents for future pursuits.
- Develop and maintain spreadsheets, tracking logs, databases, and reports related to contracts, proposals, billing, and project activities.
- Organize and maintain electronic and hard-copy project files in accordance with company standards.
- Coordinate document routing for internal review, approvals, and signatures.
- Assist project managers and technical staff with administrative tasks, document preparation, and project coordination.
- Prepare correspondence, reports, presentations, meeting materials, and other business documents.
- Communicate professionally with clients, subcontractors, vendors, and internal team members regarding project and contract-related matters.
- Support general office operations, including scheduling, filing, document management, and other administrative responsibilities as assigned.
- Maintain confidentiality of company, client, and project information.
- Associate's degree in Business Administration or a related field preferred; equivalent experience will be considered.
- Two (2) or more years of experience in administrative support, contract administration, proposal coordination, project administration, or a related role.
- Experience within engineering, architecture, construction, consulting, or professional services is preferred.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Strong organizational skills with the ability to manage multiple assignments and meet deadlines.
- Excellent written and verbal communication skills.
- High level of accuracy and attention to detail.
- Ability to work independently while collaborating effectively with cross-functional teams.
- Experience with document management systems, CRM platforms, accounting software, or project management software is a plus.