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Description
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.
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Tecta America Corp.
paid time off, paid holidays, 401(k)
Jul 18, 2025