Administrative Assistant

Brown & Root Industrial Services, LLC•Wilmington, DE

7h•Onsite

About The Position

Brown & Root Industrial Services is seeking a Contract Administration Coordinator with strong communication, organizational, and execution skills to support the Contract Administration team located at the DuPont Experimental Station in Wilmington, DE (FS&RE Function). ROLE RESPONSIBILITIES Contract Administration Support Understand and adhere to site policies and procedures. Maintain awareness of contractor companies’ roles, responsibilities, and scopes of work. Support core Contract Administration processes, including: Contractor badging and orientation compliance Tracking contractor exposure hours Time verification and gate log reviews Post‑job evaluation tracking Creating purchase requisitions, purchase orders, and service entry sheets Investigating and resolving invoicing issues, including Webcycles Maintaining contractor distribution and contact lists Drafting and distributing communications Updating Contract Administration process documents Assisting the CA Manager with reports, document management, and written communications Ordering office supplies Reconciling monthly expense reports Event & Conferencing Planning (25–50%) Partner with the Events Leader to support on‑site events for internal and external customers. Manage the end-to-end planning process for events in common conference spaces. Meet with event hosts to understand and confirm event requirements. Lead walkdowns to review available spaces, configurations, capabilities, and A/V compatibility. Coordinate with business leaders, Facility Consultants, maintenance staff, and the site team to meet event needs. Work closely with contracted service partners on event logistics and resources. Support event setup and breakdown; onsite presence required, including occasional after‑hours coverage. COMMUNICATION & TECHNICAL SKILLS Maintains professionalism and composure under pressure while handling rapidly changing demands. Strong written and verbal communication skills; able to interface with all levels of leadership, site residents, tenants, and contracted partners. Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), SharePoint, and Teams. Ability to maintain tracking lists and manage multiple processes simultaneously. Familiarity with basic A/V equipment and troubleshooting. Demonstrates flexibility in a fast‑paced environment with shifting priorities. Strong problem‑solving skills with the ability to develop clear, structured action plans to resolve issues. Additional Responsibilities Other duties may be assigned as needed.

Requirements

Pre‑employment drug screen and background check required.
High school diploma or GED equivalent.
Intermediate computer proficiency with the ability to learn new tools and systems quickly.
Strong attention to detail, organizational skills, and planning abilities.
Effective interpersonal and networking skills.
Ability to compile data, prepare spreadsheets, and create presentations and correspondence.
Demonstrated ability to work independently and collaboratively; self‑directed with strong prioritization skills.
Ability to learn and apply corporate policies, practices, and procedures.
Maintains professionalism and composure under pressure while handling rapidly changing demands.
Strong written and verbal communication skills; able to interface with all levels of leadership, site residents, tenants, and contracted partners.
Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), SharePoint, and Teams.
Ability to maintain tracking lists and manage multiple processes simultaneously.
Familiarity with basic A/V equipment and troubleshooting.
Demonstrates flexibility in a fast‑paced environment with shifting priorities.
Strong problem‑solving skills with the ability to develop clear, structured action plans to resolve issues.

Nice To Haves

SAP and SRM experience preferred (requisitions, service entry sheets, purchase order review, etc.).

Responsibilities

Contractor badging and orientation compliance
Tracking contractor exposure hours
Time verification and gate log reviews
Post‑job evaluation tracking
Creating purchase requisitions, purchase orders, and service entry sheets
Investigating and resolving invoicing issues, including Webcycles
Maintaining contractor distribution and contact lists
Drafting and distributing communications
Updating Contract Administration process documents
Assisting the CA Manager with reports, document management, and written communications
Ordering office supplies
Reconciling monthly expense reports
Partner with the Events Leader to support on‑site events for internal and external customers.
Manage the end-to-end planning process for events in common conference spaces.
Meet with event hosts to understand and confirm event requirements.
Lead walkdowns to review available spaces, configurations, capabilities, and A/V compatibility.
Coordinate with business leaders, Facility Consultants, maintenance staff, and the site team to meet event needs.
Work closely with contracted service partners on event logistics and resources.
Support event setup and breakdown; onsite presence required, including occasional after‑hours coverage.