Contract Administrator

Job Description

Contract Administrator is responsible for the full lifecycle of contractual agreements, including drafting, negotiating, executing, and monitoring contracts to ensure compliance with company policies and legal requirements, while protecting the organization's interests through strategic negotiation with vendors, clients, and partners; key duties include detailed contract review, risk assessment, relationship management, and communication with relevant stakeholders to maintain smooth contract execution.

Key Responsibilities

• New Client File Set up
  
  

Initial companywide file creation for all new projects; Contracts, Projects, Survey and Ajera/Finance.

• Maintaining contractual records
  
  

Create and manage all contract related files and project files to store all documents securely.

• New Client Vendor Set up
  
  

Gather all necessary information, including legal documents, banking details, and contact information for the onboarding process, ensuring clear communication regarding service expectations, delivery timelines and payment terms.

• Contract Drafting and Review
  
  

Prepare, review, and revise contract documents, ensuring accuracy, clarity, and adherence to legal and company standards. Includes contract amendments, independent contract agreements and inter-company work agreements.

• Negotiation
  
  

Assist Principals with contract negotiations with vendors, clients, and partners to achieve favorable terms and conditions for the company.

• Contract Execution
  
  

Manage the contract execution process, including obtaining necessary approvals and signatures. Review approvals sent through various electronic approval systems for accuracy and notifying Team and Finance of all approvals.

• Contract Monitoring
  
  

Regularly monitor contract progress, tracking key metrics to identify potential issues and ensure compliance with contractual obligations. Create monthly Contract Status Report for Finance.

Required Skills

• File management systems
• Data entry accuracy
• Teamwork and collaboration. Building positive relationships with colleagues and Clients
• Critical thinking and decision-making
• Adaptability: Flexibility to handle changing priorities and situations
• Problem Solving: Identifying and resolving issues independently
• Multitasking: Juggling multiple responsibilities simultaneously
• Dependability and Time Management: Meeting deadlines and managing workload efficiently
• Confidentiality: Maintaining discretion with sensitive information
• Professionalism: Demonstrate a high level of competence and ethical conduct
• Bookkeeping: Strong understanding of accounting principles
• Technology literacy; Microsoft 365, Adobe, Ajera/Deltek accounting software
• Knowledge of multiple corporate portals working across different platforms; USI Insurance Services for Certificates of Insurance; ShareFile, etc.
• Customer Service: Interacting with clients and addressing their needs
• Meeting Coordination: Scheduling and managing meetings
• Positive attitude: Maintaining a constructive and optimistic outlook even in challenging situations
  
  

EEO Statement

All qualified applicants for Pape-Dawson Engineers will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.