Front Desk/Contract Administrator

Company Overview Our company is a leading provider of traffic safety services and equipment for the road construction, repair, and maintenance industry. We offer comprehensive solutions including traffic control planning and services, pavement marking, permanent sign and guardrail installation, as well as related merchandise, equipment rental, and sales. Our customers include highway contractors, Departments of Transportation, municipalities, and utility providers. Position Summary The Front Desk/Contract Administrator serves as our key point of contact providing administrative, contract, and customer support in a fast‑paced, compliance‑driven environment. This position manages front office operations while supporting contract administration for public works and highway construction projects, ensuring accuracy, organization, and timely communication with clients, agencies, subcontractors, and internal project teams. The role is responsible for reception duties, document control, and contract processing, including preparation, tracking, and filing of contracts, change orders, insurance certificates, and compliance documentation. The Front Desk / Contract Administrator supports project managers and estimators by maintaining records, monitoring deadlines, coordinating correspondence, and assisting with bid and project documentation. Professional communication, attention to detail, and the ability to manage multiple priorities are essential to maintaining efficient operations and regulatory compliance. Key Roles and Responsibilities Assist walk-in customers Answering and transferring phone calls Assisting crew members with administrative tasks, such as securing lodging Manage and order office supplies Process incoming and outgoing mail Track, prepare, and administer contracts from inception through completion Receive and review subcontracts. Check terms for insurance requirements, wage determinations, Certified Payroll Status, retainage requirements, etc. Verify insurance certificate, payment and performance bonds have been ordered and received Assemble required subcontract documents and process through Docusign for state projects Monitor, review, and report on all aspects of contract status, compliance, and/or problems to the appropriate manager Respond to customer and corporate inquiries regarding contract status Set up new jobs across systems, including Accounts Receivable, Unit Log Sheets, and ComputerEase, by converting estimates from HeavyBid and ensuring accurate bid item numbering and cost code assignment Coordinate with Field Project Supervisors to track and input production quantities weekly (e.g. TC Sheets & Foreman's Reports Manage job closeout, ensuring all required closeout documents are received, finalized, and complete before closing jobs in the system Create and maintain work orders in ComputerEase for payroll processing and payments received Enter work orders into Computer Ease for payroll entry File copies of work orders in work order sales file Match up check stubs for work order and construction project payments Core Competencies Excellent time management, detail-oriented, organizational, and multi-tasking skills Greeting visitors, answering phones and serving as the first point of contact with a courteous, professional demeanor Ability to analyze, compare, and interpret detailed information Demonstrate knowledge of computer proficiency and competency Requirements Two years related experience or training; or equivalent combination of education and experience Previous experience in the Highway Construction business preferred Proficiency in Microsoft Applications - Word, Excel, and Outlook Familiarity with Smartsheet software (optional) Valid driver's license is required Required Values Uncompromising integrity and ethical decision-making Strong analytical skills with sound, practical judgment Experience developing and implementing role-aligned best practices Effective collaborator in cross-functional, team-based environments Strict compliance with confidentiality and data protection standards We offer a comprehensive benefits package, which includes competitive salary, outstanding health benefits, 401(k) match, paid vacation and much more

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person Front Desk/Contract Administrator Poteet Construction Missoula, MT 59808 Full-time Full-time Company Overview Our company is a leading provider of traffic safety services and equipment for the road construction, repair, and maintenance industry. We offer comprehensive solutions including traffic control planning and services, pavement marking, permanent sign and guardrail installation, as well as related merchandise, equipment rental, and sales. Our customers include highway contractors, Departments of Transportation, municipalities, and utility providers. Position Summary The Front Desk/Contract Administrator serves as our key point of contact providing administrative, contract, and customer support in a fast‑paced, compliance‑driven environment. This position manages front office operations while supporting contract administration for public works and highway construction projects, ensuring accuracy, organization, and timely communication with clients, agencies, subcontractors, and internal project teams. The role is responsible for reception duties, document control, and contract processing, including preparation, tracking, and filing of contracts, change orders, insurance certificates, and compliance documentation. The Front Desk / Contract Administrator supports project managers and estimators by maintaining records, monitoring deadlines, coordinating correspondence, and assisting with bid and project documentation. Professional communication, attention to detail, and the ability to manage multiple priorities are essential to maintaining efficient operations and regulatory compliance. Key Roles and Responsibilities Assist walk-in customers Answering and transferring phone calls Assisting crew members with administrative tasks, such as securing lodging Manage and order office supplies Process incoming and outgoing mail Track, prepare, and administer contracts from inception through completion Receive and review subcontracts. Check terms for insurance requirements, wage determinations, Certified Payroll Status, retainage requirements, etc. Verify insurance certificate, payment and performance bonds have been ordered and received Assemble required subcontract documents and process through Docusign for state projects Monitor, review, and report on all aspects of contract status, compliance, and/or problems to the appropriate manager Respond to customer and corporate inquiries regarding contract status Set up new jobs across systems, including Accounts Receivable, Unit Log Sheets, and ComputerEase, by converting estimates from HeavyBid and ensuring accurate bid item numbering and cost code assignment Coordinate with Field Project Supervisors to track and input production quantities weekly (e.g. TC Sheets & Foreman's Reports Manage job closeout, ensuring all required closeout documents are received, finalized, and complete before closing jobs in the system Create and maintain work orders in ComputerEase for payroll processing and payments received Enter work orders into Computer Ease for payroll entry File copies of work orders in work order sales file Match up check stubs for work order and construction project payments Core Competencies Excellent time management, detail-oriented, organizational, and multi-tasking skills Greeting visitors, answering phones and serving as the first point of contact with a courteous, professional demeanor Ability to analyze, compare, and interpret detailed information Demonstrate knowledge of computer proficiency and competency Requirements Two years related experience or training; or equivalent combination of education and experience Previous experience in the Highway Construction business preferred Proficiency in Microsoft Applications - Word, Excel, and Outlook Familiarity with Smartsheet software (optional) Valid driver's license is required Required Values Uncompromising integrity and ethical decision-making Strong analytical skills with sound, practical judgment Experience developing and implementing role-aligned best practices Effective collaborator in cross-functional, team-based environments Strict compliance with confidentiality and data protection standards We offer a comprehensive benefits package, which includes competitive salary, outstanding health benefits, 401(k) match, paid vacation and much more

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person