Assistant Contract Administrator Front Office

With 75 years of trusted service, Eberhard delivers unmatched efficiency, reliability, and expertise in commercial roofingdriven 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 Tectas 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.