Assistant Contract Administrator - Front Office

With 75 years of trusted service, Eberhard delivers unmatched efficiency, reliability, and expertise in commercial roofing—driven by integrity, loyalty, and a deep commitment to our customers, employees, and community.   We are seeking an Assistant Contractor Administrator - Front Office for our Van Nuys, CA office.   The Contract Administrator plays a key role in supporting the front office and project management teams by managing bid submissions, contract documentation, job setup, and compliance-related tasks. This position requires strong organizational skills, attention to detail, and the ability to work collaboratively in a fast-paced construction environment.   Job Functions Include:  Administrative Support - Provide backup phone coverage as needed. Notarize documents as needed. Distribute preliminary information to subcontractors and internal staff. Draft letters for estimators and company officers. Assist with insurance renewals and ensure timely updates for key policies and Bid Coordination- Organize and complete bid forms for estimators. Order bid bonds through the Tinubu Surety website via Alliant. Review project specifications to extract relevant bid information. Submit LAUSD bids through the Ariba SAP platform. Contract Administration & Job Setup- Review contract documents and coordinate approvals with estimators and project managers. Verify insurance requirements, legal language, and personal guarantees. Coordinate legal review for projects over $500,000 with Tecta’s legal department. Enter new projects into Navision and ensure accuracy of process codes and contract amounts. Distribute job setup documentation and maintain electronic job folders. Prepare AIA agreements and subcontractor agreements. Request and manage insurance certificates. Maintain and file Master Agreements electronically by year. Assist with preliminary notices and payment/performance bonds. Assign job numbers upon receipt of contract, PO, or notice to proceed. Document Management- Maintain electronic job folders; only hard copies are kept for guarantees. Scan and file all job-related paperwork. Manage warranty/guarantee documentation and coordinate with Angie. Prequalification & Vendor Management: Complete and renew pre-qualification forms for project managers. Maintain electronic pre-qualification files by year. Process new vendor applications. Project Tracking & Reporting: Maintain project reference lists (completed and in-progress jobs). Update job reports for weekly sales meetings. Manage the Job Finals Spreadsheet and Open Final Inspection Report. Coordinate with the production team and superintendents to finalize job closeout documentation. Compliance & Certifications: Complete and submit asbestos notifications via SCAQMD and Cal OSHA. Maintain asbestos manifests and employee asbestos packets. Ensure up-to-date business licenses, DOSH certificates, and related compliance documents. Administrative Support- Notarize documents as needed. Distribute preliminary information to subcontractors and internal staff. Draft letters for estimators and company officers. Assist with insurance renewals and ensure timely updates for key policies and Knowledge, Skills & Experience:    Minimum of 3 years of recent facilities services administrative experience, preferably in the Construction industry. Commercial Roofing strongly preferred. Experience assisting in project management, including tracking tasks, monitoring schedules, and supporting project teams. Proficiency in MS Office (Word, Excel & Outlook) required. Experience with Construction Project Management software a plus. Must possess excellent communication and customer service skills to serve both internal and external customers. Strong organizational skills, excellent time management, and the ability to multi-task in a high-volume environment. Ability to maintain a flexible and positive attitude toward assignments. Proven ability to take initiative, establish priorities, and take ownership of work. Effective problem-solving skills to research and resolve issues. Strong attention to detail and commitment to accuracy. Ability to work collaboratively in a team-oriented environment to maximize morale and productivity. Bilingual English/Spanish a plus. Eberhard, a Tecta America company, offers a comprehensive benefits package including medical, dental, vision, 401(k) with company match, paid time off, paid holidays, etc.