Junior Contracts Administrator (239)

Description

OVERVIEW

At iTech AG, a distinguished government consulting firm, we recognize the paramount importance of contracts in ensuring our company's success and our clients' satisfaction. We are looking for a Junior Contracts Administrator who is eager to embrace the development and growth of our contracts department.

ROLES AND RESPONSIBILITIES

• Gather all relevant contract documents (e.g., statements of work, proposals, amendments) and keep them properly categorized in physical and / or electronic filing systems.
• Track and update any contract revisions, ensuring that the latest versions are easily identifiable and accessible.
• Maintain accurate and up-to-date databases or spreadsheets to track contract status, expiration dates, renewal timelines, and key milestones.
• Review basic contract terms to ensure alignment with company policies and regulations (e.g., payment terms, deliverables, deadlines).
• Monitor critical dates-such as contract expirations, payment due dates, and milestones-to alert relevant stakeholders and support timely actions (e.g., renewals or amendments).
• Coordinate with internal teams (e.g., project managers, finance) to confirm that contractual obligations and deliverables are being met on schedule.
• Act as a liaison between internal departments (such as Legal, Finance, Procurement, and Project Teams) to gather required approvals or information.
• Assist in drafting simple contract documents or routine correspondence (e.g., contract status updates, extension notices) under supervision.
• Route contracts for review and signature, ensure all parties sign off in the correct order, and follow up if there are delays.
• Serve as the first point of contact for contract-related questions from internal teams or external parties, escalating more complex queries to senior staff.
• Provide regular updates on contract activities, approvals, and deadlines to senior contract administrators, project managers, or other relevant stakeholders.
• Communicate straightforward information (e.g., confirming receipt of contract documents) to vendors or clients, keeping a record of all exchanges.
• Enter key data (e.g., contract start / end dates, financial terms, contact details) into contract management or enterprise resource planning (ERP) systems.
• Compile basic reports on contract status, renewal schedules, and contract volume for management review.
• Regularly verify data to ensure accuracy, completeness, and compliance with company standards.
• Spot inconsistencies or potential risks in contract terms (e.g., missing signatures, incorrect dates) and flag them for senior staff to review.
• Escalation Processes : Follow established escalation paths if contractual problems, delays, or compliance issues arise.
• Assist in preparing documentation for internal or external audits, working with senior team members to address any findings or discrepancies.
• Familiarize yourself with company contracting policies, procedures, and best practices, applying them consistently.
• Suggest improvements to contract administration workflows, such as ways to streamline filing or automate reminders.
• Actively seek opportunities to learn more about contract law, negotiation tactics, and regulatory requirements in your specific industry.
• Provide administrative and organizational support to Senior Contracts Administrators, Contracts Managers, or Legal Counsel.
• Join in cross-functional project meetings to learn how contracts fit into broader business objectives, taking notes and following up on assigned tasks.
• Leverage on-the-job training from senior colleagues, paralegals, or legal teams to expand your knowledge of more advanced contract provisions and negotiation strategies.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION AND CERTIFICATIONS

PREFERRED QUALIFICATIONS

SECURITY CLEARANCE

Equal Opportunity Employer, including disability and veterans.