Administrative and Contract Support Specialist

Job Description

Job Description

This role will provide support for administrative functions across the company as well as client support (billable). Responsibilities will include managing calendars, supporting business development activities, managing contract documents, ensuring compliance, handling internal and external communications, performing virtual office operations and performing general administrative tasks. The ideal candidate will have strong organizational skills, attention to detail, and the ability to manage multiple projects efficiently.

Key Responsibilities :

• Contract and Document Management :

Prepare, review, and maintain contracts and related paperwork, utilizing contract management systems. Ensure accurate electronic filing and tracking of all contract documents and associated records.

Monitor deadlines for contract deliverables, ensuring compliance with company policies and contractual terms. Ensure all contracts meet required standards and legal guidelines.

Act as the primary point of contact for internal teams and clients. Manage phone calls, emails, and other communications, drafting memos, letters, and reports as needed. Facilitate clear, professional communication across teams and clients.

Manage calendars, schedule meetings, and coordinate travel arrangements for staff and executives. Ensure all meetings and appointments are organized and efficiently executed.

Perform a variety of clerical tasks, including data entry, preparing documents, and managing correspondence. Maintain organized digital filing systems and databases.

Ensure the smooth operation of office systems, including maintaining electronic filing systems. Prepare reports, presentations, and documents as required.

Required Skills & Qualifications :

Ability to manage multiple projects and tasks simultaneously, prioritize effectively, and maintain a high level of accuracy and organization.

Acute attention to detail is essential for document management, data entry, and ensuring compliance with contract terms.

Excellent verbal and written communication skills are necessary for effective interaction with clients, colleagues, and management.

Comfortable using contract management software and common office tools like Microsoft Office, as well as word processors, spreadsheets, and calendar programs.

Ability to manage competing priorities and meet deadlines consistently

Experience :

Location :

This position is full-time. Preference will be given to candidates who reside in a designated HUBZone area, which applicants can verify using the SBA HUBZone Map (https : / / maps.certify.sba.gov / hubzone / map / ).