Contracts Assistant

Job purpose

The Contract Assistant will provide administrative and operational support to the Contract Manager to manage clerical updates for the company’s contract portfolio. The Contracts department is responsible for managing the existing contract portfolio as well as sourcing, evaluating, negotiating, executing and supporting contracts & purchasing agreements required for customers within key vertical markets such as healthcare, education and public sector/government.

Essential Duties and Responsibilities

• Support Contract Department throughout purchasing agreement lifecycle, including but not limited to updating internal websites, supporting materials, forms, registrations, etc.
• Assist with aspects of contract administration, including but not limited to, modifications, extensions, renewals, updates, etc.
• Assist with paperwork and compilation of responses for mail-in submissions.
• Responsible for monitoring the shared email inbox.
• Identify and confirm purchaser eligibility determinations and requirements.
• Create and maintain documentation to support internal operations and sales initiatives.
• Ensure adherence to company policies and procedures as well as technical and legal compliance.
• Assist with fulfilling sales and compliance reporting.
• Ensure all necessary documentation remains updated and compliant, such as W-9’s, insurance certificates, etc.
• Draft and complete authorization letters, assist with account set ups and confirming appropriate paperwork is completed, updated, and maintained throughout the life of contracts.
• Assist with portals and platforms required to properly maintain contracts, such as ecommerce information, ordering information, vendor information, etc.
• Log and track potential opportunities for direct pursuit or leads for sales initiatives utilizing agreements we hold and potential agreements to pursue.
• Provide summaries of potential opportunities to the appropriate individuals within the organization as sales initiatives.
• Interact effectively with all stakeholders within the organization (as it applies) including, but not limited to Customer Care staff, Distribution Center staff, Products managers and specialists, Design, IT, Marketing, HR, Sales and our Executive Team.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications include:

• Associate’s degree or equivalent from two-year college or technical school.
• 6 Months related experience and/or training.
• Proficient in Microsoft Office and Adobe Acrobat DC.
• AS400 experience preferred.
• Notary Public preferred.

Working conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical requirements

While performing the duties of this Job, she/he is regularly required to sit and use hands to finger, handle, or feel. She/he is frequently required to talk or hear. Occasional walking is required; reach with hands and arms and stoop, kneel, crouch, or crawl.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Direct reports

No Direct Reports.