What are the responsibilities and job description for the Contract Administrator position at Horton Lees Brogden Lighting Design Inc?
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
