What are the responsibilities and job description for the Contract Administrator position at HLB Lighting Design?

Description

Candidate can be remote or located in any of our HLB Offices (Boston, Denver, Los Angeles, Miami, New York, San Francisco)

HLB is looking for a Contract Administrator for the firm. The Contract Administrator assists HLB management and the project teams with professional practice, business, and risk management issues related to our Lighting Design practice. This person will be primarily responsible is to govern the contract life cycle to ensure contracts are efficiently reviewed, managed and accounted for in accordance with company policies. Come join our forward-thinking, employee-friendly firm with an inclusive and inspiring culture. HLB offers competitive benefits, generous PTO, year-round half-day Fridays and Summer Fridays, and a commitment to maintaining employee work-life balance.

Duties and responsibilities

Manage full contract lifecycle : Oversee the process from project inception to execution, ensuring accuracy and compliance with all terms.
Project-Specific Contract review and analysis : Evaluate contracts for compliance with applicable laws, regulations, and internal policies. Contract Administrator reviews the Prime Agreement, HLB Proposal, and Consultant Agreements. Process includes but not limited to the following :

If a signed agreement is not provided at the time the project is kicked off, reach out to client to request a copy of the draft contract for review

Prime Agreement review

Certificate of Insurance coverage

Indemnity section

Forward final review to client or Principal for signature

Filing in ERP system and network drives

Current Contracts : Audit current contracts for completeness and work on executing changes as needed

Finalize contract documents : Create template language (if required), edit, and formalize contracts and other agreements with precision.

Issue Requests : Requests for information

Monitor and ensure contract compliance : Address issues promptly and ensure all contractual obligations are fulfilled on time.

Identify and resolve insurance and indemnification issues :

Evaluate contract for compliance with industry criteria concerning insurability, additional insureds, limitations on subrogation, primary coverage, etc., and for consistency with the existing coverage held by Company.

Recommend modifications - provide proposed alternative terms.

Contract completion : Ensure receipt of all contracts and obtain signatures as necessary.

Project close-out : Handle project close-out requests with Controller

Reporting : Develop and distribute required reports to monitor and ensure compliance with contract provisions and timelines for contract rights, duties, and renewals.

Liaison : Serve as the liaison between client, Project Leads and various departments.

Certificate of Insurance : Request new certificates and maintain a COI tracking system to manage multiple certificates and ensure compliance with requirements.

Additional duties and responsibilities as assigned and / or required

Requirements

Skills

Proficiency in contract review, drafting, and compliance.

Strong document review and technical writing skills

Excellent problem solving / judgment skills and high level of attention to detail and accuracy.

Excellent multi-tasking skills.

Superior organizational skills and the ability to work under pressure.

Ability to handle and prioritize multiple tasks and meet all deadlines.

Ability to maintain confidentiality and exercise extreme discretion.

Able to work independently and part of a team.

Excellent oral, written, and interpersonal communication skills.

Excellent skills using MS Word, Excel and Adobe

Qualifications

Associate degree (preferably in business management, law or a related field) and 3 years of experience in contract administration. Bachelor's Degree preferred.

Possess a minimum of 3 years of experience in a legal assistant role or similar position.

Deltek VP a plus.

Experience in the A / E / C or Design Industry preferred.

Compensation

65,000 to $92,000

The final agreed upon compensation is based on cost of living, individual education, qualifications, and experience.

Benefit Clause : Includes but not limited to Medical, Dental & Vision plans, flexible spending account, 401(k) plans, life & AD&D insurance, short / long term disability plans, holidays, and paid time off.

Salary : $65,000 - $92,000

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