Contracts Administrative Assistant

Position Title: Contracts Administrative Assistant

Department: Corporate Contracts

Reports to: Contracts Manager

POSITION SUMMARY

The Contracts Administrative Assistant is vital in supporting the Contracts Department by assisting in the administration, organization, and coordination of contract-related activities. This position involves a combination of administrative tasks and involvement in the contract management process. The Contracts Administrative Assistant works closely with contract managers, legal professionals, and various internal and external stakeholders to ensure the smooth execution and compliance of contracts.

ESSENTIAL FUNCTIONS

• Assist in preparing and formatting contracts, ensuring accuracy and adherence to company standards.
• Create and maintain organized filing systems for contract documentation.

• Monitor and track the status of contracts throughout the lifecycle, from creation to execution and renewal.
• Keep stakeholders informed about key milestones and deadlines.

• Facilitate communication between internal teams, external partners, and vendors involved in the contracting process.
• Draft routine correspondence and emails related to contracts.

• Enter contract data into databases or management systems accurately.
• Regularly update and maintain contract databases with the latest information.

• Provide administrative support during contract negotiation, including scheduling meetings and preparing materials.
• Assist in coordinating activities among different departments involved in the contracting process.

• Maintain well-organized and up-to-date records of contracts, amendments, and related documents.
• Prepare regular reports summarizing contract status and issues.

• Work closely with the Contracts team to ensure contracts comply with legal and regulatory requirements.
• Assist in conducting audits to ensure contractual compliance.

• Serve as a point of contact for vendors and clients regarding routine contract inquiries.
• Work collaboratively with vendors and clients to gather necessary information.

• Address routine contract issues and escalate more complex matters to higher-level staff.
• Collaborate with relevant stakeholders to resolve discrepancies and ensure contract clarity.

• May perform other related duties as negotiated to meet the organization's ongoing needs.
• Carry out other duties as assigned by management.

EDUCATION / EXPERIENCE

• High school diploma or equivalent; additional education in business administration or a related field is a plus.
• 1-2 years of administrative experience, preferably in contracts or legal settings.

SKILLS & ATTRIBUTES

• Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with contract management software.
• Organizational Skills: Strong organizational and multitasking abilities.
• Detail-Oriented: Exceptional attention to detail and accuracy in work.
• Communication Skills: Clear and effective written and verbal communication skills.
• Familiarity with Legal Terminology: A basic understanding of legal terminology and contract language is optional.
• Adaptability: The ability to adapt to changing priorities and handle various tasks efficiently is optional.
• Team Player: Collaborative attitude and the ability to work well within a team is optional.

PHYSICAL REQUIREMENTS

• Must occasionally lift or move up to 10 pounds
• Regularly required to sit, talk, or listen.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

NOTE: This is not intended to be all-inclusive.