Administrative Assistant

About the Role

The coordinator will support core contract administration processes such as contractor badging, exposure hour tracking, time verification, purchase requisition creation, invoicing issue resolution, and maintaining contractor contact lists. They will also assist the CA Manager with reporting, document management, and office supply ordering. In the event and conferencing planning area, which accounts for about 25–50% of the time, the coordinator partners with the Events Leader to manage on‑site events, conduct walk‑downs of conference spaces, coordinate with business leaders and service partners, and provide on‑site support during setup and breakdown, including occasional after‑hours coverage. • Ensure compliance with site policies and contractor roles, responsibilities, and scopes of work. • Manage contractor badging, orientation, exposure hour tracking, time verification, and gate log reviews. • Create purchase requisitions, purchase orders, and service entry sheets; resolve invoicing issues and Webcycles. • Maintain contractor distribution and contact lists; update Contract Administration process documentation. • Assist the CA Manager with reports, document management, communications, and office supply ordering; reconcile monthly expense reports. • Partner with the Events Leader to plan and execute on‑site events, including space walk‑downs, A/V setup, and coordination with business leaders and service partners. • Provide on‑site event support during setup, breakdown, and occasional after‑hours coverage. • Maintain professionalism under pressure; communicate effectively with all stakeholder levels and manage multiple tracking lists simultaneously. • Utilize Microsoft Office, SharePoint, Teams, and basic A/V troubleshooting; develop structured action plans to resolve issues. • Compile data, prepare spreadsheets, and create presentations and correspondence.

Key Responsibilities

• ▸badging
• ▸purchasing
• ▸reporting
• ▸event planning
• ▸a/v setup
• ▸contact list

What You Bring

Brown & Root Industrial Services is seeking a Contract Administration Coordinator to support the Contract Administration team at the DuPont Experimental Station in Wilmington, DE. The role requires strong communication, organizational, and execution skills. The position demands professionalism under pressure, strong written and verbal communication, intermediate proficiency with Microsoft Office, SharePoint, Teams, and familiarity with basic A/V equipment. The individual must handle multiple processes, solve problems, and adapt to shifting priorities. Minimum qualifications include a high school diploma or GED, successful pre‑employment drug screen and background check, intermediate computer skills, attention to detail, and strong interpersonal abilities. Experience with SAP and SRM is preferred. • Meet pre‑employment drug screen and background check requirements; hold a high school diploma or GED. • Demonstrate intermediate computer proficiency, attention to detail, organizational and planning abilities, and strong interpersonal/networking skills. • Work independently and collaboratively with self‑direction and strong prioritization skills. • Prefer experience with SAP and SRM for requisitions, service entry sheets, and purchase order review.

Requirements

• ▸high school
• ▸sap
• ▸srm
• ▸microsoft office
• ▸sharepoint
• ▸detail oriented

Work Environment

Onsite