Contract Administrative Assistant

About

At CEIA USA, we believe that taking care of our people is the key to building a thriving, high-performing team. That’s why we offer a comprehensive and market-leading benefits package, designed to support your well-being both inside and outside of work.

• Paid Training opportunities to enhance your Career, and Educational Assistance
• A Rich Paid Time Off Plan—20-day (4-week) annual accrual starting at DOH that progressively increases with tenure.
• Select Paid Holidays, including the FULL period between Christmas and New Years - paid as Holiday Time.
• Premium health benefits, and wellness resources to keep you and your family supported.
  • Medical Plan options that include a $250/$500 PPO Deductible that is lucratively subsidized by the Company.
• Company Paid life insurance, short term disability, and long term disability.
• 401(k) with % match that is only capped by IRS maximums, and profit sharing; subject to eligibility requirements.
• Annual Bonus Potential after 1 full year of employment.

Job Description Summary

We are seeking an enthusiastic and detail-oriented Contract Administrative Assistant to join our team.

This role provides foundational administrative support to the sales and contracts teams while participating in a comprehensive training and development program designed to build skills in contract lifecycle management, risk assessment, and proposal development.

Key Responsibilities/Essential Functions:

• Assist with the organization, filing, reporting, and tracking of contract documents and related materials.
• Coordinate quarterly contract sales reporting.
• Read, interpret, inventory and establish summary documents from contracts for internal users to ensure all deadlines and conditions described in contracts are met.
• Support the review process for contracts, NDAs, and other legal documents by ensuring completeness and accurate formatting.
• Administrate new customer onboarding procedures.
• Coordinate internal reviews and approvals by communicating with Sales, Operations, and Tech Support teams.
• Maintain internal systems to track contract deadlines, renewals, and deliverables.
• Help prepare supporting documentation for bids, RFPs, and RFQs under supervision.
• Analyze bid requests and proposal requirements.
• Perform initial research on incoming bid opportunities and document key requirements.
• Support the preparation of standard proposal documents and templates.
• Learn and apply best practices in document compliance and version control.
• Handle administrative tasks such as updating trackers, creating checklists, and organizing folders.
• Maintain database for customer and vendor process credentials.

Required Qualification

• Bachelor's degree in Business Administration, Legal Studies, Communication or a related field.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• A collaborative mindset and eagerness to learn.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) with Adobe PDF tools

Preferred Qualification

• 1-2 years of experience in Contract Review, Contract Lifecycle Management, Negotiation and/or Proposal Development.
• Internship or coursework related to contracts, procurement, or business operations.
• Familiarity with RFP/RFQ processes or basic legal terminology.