FEC Administrative Specialist

About the Role

The employee will provide professional customer service while handling a variety of administrative items such as mail processing, overnight shipments, photocopying, filing, phone list management, invoice processing, and ordering supplies and stationery. Additional responsibilities include editing and assembling documents, engaging with inquiries, and escalating issues as needed. Key duties involve developing a general knowledge of contract documents, generating contracts in the SAP Procurement module, uploading them to DocuSign, and maintaining an organized filing system. The role also requires tracking Certificate of Insurance renewals, assisting in bid list development and pre‑bid meetings, preparing compliance spreadsheets, conducting subcontractor prequalification research, and managing vendor communications during bidding phases. The incumbent must proofread work before routing for signatures, compile and execute agreements via DocuSign, release and update contracts and insurance records, and keep all procurement documentation organized for distribution and storage. Managing subcontractor prequalification files, entering Experience Modification Rate and financial data, and supporting team members during absences are also part of the responsibilities. • Provide professional customer service and support the Procurement department. • Process mail, overnight shipments, photocopying, filing, phone lists, invoices, and supply orders. • Edit and assemble documents and reports for the business unit. • Generate and maintain contracts in SAP and upload them to DocuSign. • Track Certificate of Insurance renewals and ensure compliance. • Assist in bid preparation, pre‑bid meetings, and bid document distribution. • Conduct subcontractor prequalification research and maintain EMR and financial data. • Communicate with vendors and subcontractors during bidding phases and handle RFIs. • Organize and file procurement documentation in shared systems. • Support team members during absences and contribute improvement ideas. • Maintain high detail, accuracy, and confidentiality in all tasks. • Utilize Microsoft Office, procurement systems, and office equipment effectively. • Perform physical tasks such as lifting up to 25 lb and occasional site visits.

Key Responsibilities

• ▸sap contracts
• ▸docusign
• ▸coi tracking
• ▸bid support
• ▸subcontractor prequal
• ▸client service

What You Bring

Qualifications include a high school diploma and at least five years of relevant administrative assistant experience; a college degree or certifications are a plus, as is background in construction, purchasing, or procurement. The candidate must demonstrate high attention to detail, confidentiality, strong verbal and written communication, research and proofreading abilities, good judgment, and proficiency with Microsoft Office, procurement systems, and DocuSign. Limited travel is required. Physical demands include frequent sitting, computer use, and occasional lifting up to 25 lb, as well as occasional visits to construction sites where the employee may be exposed to mechanical hazards, weather, and noise. The work environment is primarily office or remote, with occasional site exposure, and the employee must comply with company safety policies and applicable laws. • Proofread and route agreements for signature via DocuSign.

Requirements

• ▸docusign
• ▸microsoft office
• ▸procurement
• ▸high school
• ▸5+ years
• ▸detail oriented

Work Environment

Office Full-Time