Actalent is in search of a detailed individual who is looking to grow within the AEC industry. The Contract Assistant is the CPM’s rapid-response, precision-admin partner, keeping every proposal, contract, and close-out task both fast and flawless. You’ll triage the estimating inbox, build project records, format fee-proposal templates, and update contract phases with zero errors, all while maintaining airtight file control and proactive deadline reminders. Your hallmark is the seamless blend of speed, structure, and accuracy that enables the team to win and execute mission-critical DoD, state, and commercial projects.

Essential Functions

Estimating Inbox Management (20%)

Monitor and manage the estimating inbox.Download, file, and organize project-related documents and emails.Create and assign tasks for RFQ, RFP, and contract-related requests.Track deadlines and send reminders.

Request for Proposal (RFP) Support (30%)

Create project records and folders; enter initial data accurately.Prepare and revise fee proposal templates.Update contract-related phases.Assist with formatting, setup, and research for proposals.

Contract Support (35%)

Request, file, and track Certificates of Insurance (COIs).Maintain up-to-date project phase information in Quickbase.Assist with invoice schedules and formatting project invoices.

General Project Support (10%)

Perform project data audits and prepare administrative forms.Assist with project-related travel coordination and closeout tasks.

Other Duties (5%)

Support miscellaneous projects and tasks.Answer and route calls from the company’s main phone line.Core CompetenciesQuality Management:Accuracy, thoroughness, and continuous improvement.Detail Orientation:Analytical problem-solving and precision.Time Management:Prioritize tasks and manage multiple deadlines.Collaboration:Team-oriented and proactive communication.Communication:Clear and professional oral and written skills.Supervision:Receptive to feedback and direction.Confidentiality:Handle sensitive information with discretion.Technology & ToolsProficient in Microsoft Word, Excel, and PDF tools.Familiar with Google Workspace, Microsoft SharePoint, and similar platforms.Work Environment Demands

Physical Requirements:

Regularly required to sit, use hands, and communicate.Occasionally required to stand, walk, kneel, or lift up to 30 lbs.

Mental Requirements:

Strong analytical and organizational skills.Ability to define problems and draw valid conclusions.Minimum Qualifications

Education:

Required: High school diploma or GED.Required: Associate degree or equivalent coursework in Business, Administration, or Contracts.

Experience:

Preferred: Administrative experience in contracts, legal, or A/E/C environments.Proficiency in data entry, record-keeping, and electronic filing.Familiarity with contracting processes and/or FAR/DFAR is a plus.

Skills:

Highly organized and detail-oriented.Strong communication and multitasking abilities.Collaborative and adaptable in a dynamic environment.

Security Clearance:

Must be able to obtain appropriate DoD security clearance.Employment contingent on background checks, drug screenings, and compliance with federal security protocols.

Pay and Benefits

The pay range for this position is $25.00 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Honolulu,HI.

Application Deadline

This position is anticipated to close on Aug 23, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.