Contracts Administrative Assistant

contracts administrative assistant SUMMARY SAA’s Contracts Administrative Assistant is responsible for the processing of contracts, including signing, filing, and any necessary data inputting. They will be responsible for reviewing agreements and amendments before signing, filing within the appropriate places (i.e.: server and Vision), entering data into Vision, and handling COI requests. Ultimately, the role ensures all contracts conform to legislative requirements and meet company goals while providing processes and documentation changes to improve the system. The duties are essential to the successful management and execution of contracts on behalf of the organization. RESPONSIBILITIES (Include the following, other duties may be assigned) Assist in communicating to Project teams the contract processes by sending Knowledge Base (KB) articles. Advise project teams on template requirements for processing and execution. Report status of current contract processes to management. Prepare project information contracts, etc. and assist in editing. File project-related communications and documents electronically. Assist in documenting and tracking contracts in appropriate folders and in Vision. Establish and maintain an approved contract database. Assist in monitoring aspects of contract and insurance compliance. Ensure that client and firm inquiries regarding contracts are promptly handled. Process insurance requests. Perform other related duties and responsibilities as assigned. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelor's degree (B.A.) from four-year college or university is preferred; or five years+ related experience and/or training; or equivalent combination of education and experience. Recent construction management work experience required. Familiarity with commercial and residential interior architecture and/or design firms preferred. Proven attention to detail for contract review. Advanced analytical skills. Advanced verbal and advanced written communication skills. Comfortable operating in a team-oriented, collaborative work environment. Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities and proven ability to multi-task. Proficient with all MS Office application skills. Familiarity with software such as Deltek Vision, Newforma, Procore and Bluebeam is preferred. LIFE AT SAA At our heart, we are a creative firm, and we have fun with what we do. We are a tight knit community, supporting each other in and out of the office. We understand work/life integration and encourage our employees to bring their personal experiences and passions into their roles. Innovation is the key to our success and that comes from everyone sharing ideas and exploring ways to make the industry, firm, and your job better. We also believe the best ideas come from those passionate about their company and continually look for ways to bring enjoyment into the workday. We have a full-time event planner on staff to curate these experiences both for our SAAers and our clients. We offer full benefits and fun employee perks including: Medical, Dental and Vision Plans (including 3 no cost to the employee medical options and dependent coverage is available) 14 paid holidays per year Tiered Paid Time Off (PTO) starting at 18 days/year 401k Plan Casual work attire, complimentary snacks, drinks and office events. There is also free parking at select office locations. Summer Flex Schedule (Half Day Fridays) WORK ENVIRONMENT We’re team oriented and have fun while designing amazing spaces! The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must frequently lift and/or move up to 10 pounds and occasionally up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. POSITION TYPE/EXPECTED HOURS OF WORK This is a Non-Exempt Full-Time position. Typical days and hours of work are Monday through Friday to be discussed with direct supervisor. TRAVEL This position requires up to 20% local travel. Limited travel may include attending meetings and work sessions in other SAA Offices, Client Offices, or Job Site. Mileage will be reimbursed at a predetermined market rate. Individuals must possess a valid driver’s license with a good driving record and have reliable transportation. Travel expenses will be reimbursed and per diem provided when appropriate. AAP/EEO Statement SAA is an equal opportunity employer; applicants are considered without discrimination with regard to race, color, religion, sex, national origin, age, disability, veteran status or other statuses protected by state, local or other applicable laws. OTHER DUTIES Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.