Contracting Assistant

Job Description:

Going the Extra Mile since 2009
Miles Resources has been a trusted name in the industry for over 16 years, and we are seeking safety-focused and customer-oriented Contracting Assistant to join our team in Western Washington. If you are an experienced Contracting Assistant and looking for a stable, rewarding career with a company that values safety, professionalism and teamwork, this is the opportunity for you!

What You’ll Do:
• Hours: 7AM – 330PM (start – end time is flexible with prior management approval)
• The Contracting Assistant provides essential, day-to-day operational and administrative support to the Contracts & Administration team.
• As the department undergoes a strategic restructuring, this position will play a vital role in assisting with the implementation, organization, and refinement of both existing and new administrative workflows.
• Serving as a central support resource, the role focuses heavily on document processing, compliance tracking, data entry, managing contract documentation from inception to closeout & contract lifecycle management.
• The Contracting Assistant collaborates directly with the Contract Administration Manager, Project Administrators, Project Managers, and Estimators.
DOCUMENT CONTROL & CONTRACT ROUTING
• Assist with coordinating the administrative flow of incoming and outgoing prime contracts, subcontracts, joint-venture agreements, and master agreements to ensure a smooth workflow and contract lifecycle
• Scan, log, and file agreements into appropriate digital folders, maintaining an organized folder structure and strict file version control
• Assist in tracking and communicating contract status updates with appropriate internal staff, such as, Project Managers
• Assist with the initial review of contracts, verifying customer status and gathering appropriate administrative documentation for new clients
• Assist with the completion of Project Workbooks by inputting all applicable information and tracking key dates
• Audit document files to verify that all necessary initials, notary stamps, and corporate signatures are fully present and accounted for.
TRACKING & COMPLIANCE ASSISTANCE
• Assist with monitoring of subcontractor compliance metrics following up daily via email or phone to collect outstanding Certificates of Insurance (COIs), W-9 forms, Statement of Intents (SOIs), business licenses, etc.
• Assist with data entry and administrative verification of weekly Certified Payroll reports from lower-tier subcontractors using, L&I Contractor Portal, LCPtracker or, other systems; as needed.
• Help assemble documentation logs for Washington State L&I Intent and Affidavit filings to support clean project start-up & closeouts.
• Log and track subcontractor progress toward mandatory project-specific targets, including Apprentice Utilization and DBE/MWBE participation percentages.
PRECONSTRUCTION & BID ADMINISTRATION SUPPORT
• Create and maintain various Excel tracking sheets.
• Assist in drafting, formatting, and updating company-wide forms and templates.
• Provide cross-functional administrative assistance to the Contracting, Project Management, and Estimating teams.
• Assist with prequalification’s and annual reporting.
• Perform other administrative duties as assigned to support evolving department needs.

What we are looking for
• The ideal candidate is a highly organized and exceptionally detail-oriented professional who is eager to support private commercial construction and development, as well as heavy civil construction. This individual must possess a strong desire to learn industry-specific administration and master complex public works regulations, including WSDOT, local city ordinances, and federal agency guidelines.
• Understanding of requirements for Certified Payroll, Certificates of Insurance (COIs), W-9s, and Washington L&I Intent and Affidavit processes.
• High-level proficiency in managing strict file version control, contract routing, and auditing documents.
• Skilled in advanced Microsoft Excel tracking and specialized platforms like LCPtracker and the L&I Contractor Portal.
• Ability to catch administrative gaps, missing data, or compliance discrepancies with high accuracy.
• Ability to remain resilient and positive while helping implement and refine new workflows during organizational change.
• Experience with construction accounting and ERP systems (e.g., Viewpoint, Apex, or similar platforms), Bluebeam, Adobe, alongside advanced Microsoft office skills.
• Exceptional organizational skills and a proven track record of maintaining strict attention to detail in document control or auditing.
• Excellent written and verbal communication skills, with the ability to maintain professional, consistent follow-up with subcontractors and internal teams.
• Strong ability to prioritize high-volume tasks, meet strict project deadlines, and work independently in a fast-paced environment.
• Proactive problem-solving abilities and a customer-service mindset, with the flexibility to adapt to evolving workflows and departmental changes.

What we offer
• Wage range: $28.00 – $34.00 (DOE)
• We have an excellent benefits package including medical, dental, vision, paid time off and retirement plan.

Job Skills and Requirements: