What are the responsibilities and job description for the Office Manager / Contracts Manager position at Robert Half?
Job Description
Job Description
Our client is seeking a highly organized and detail-oriented Office Manager / Contract Manager to join their team in Greer, South Carolina. This critical role will oversee office operations and manage all aspects of contract administration.
Contract Management :
Pre-Event :
Oversee the execution and administration of contracts, including securing necessary signatures.
Create and maintain comprehensive contract files, including solicitation documents (RFPs, ITBs, etc.), proposals, fee schedules, and owner-provided contracts.
Ensure all required documentation is completed per signed contracts, such as insurance ACORD forms, bonds, and business licenses.
Establish expiration alerts for key items like insurance policies and contract renewal deadlines.
Notify sales representatives of upcoming contract expirations and renewal opportunities.
Identify applicable Consumer Price Index (CPI) or other escalation terms for contract renewals.
Draft and update contract renewal documents and ensure signed versions are filed appropriately.
Post-Event :
Create and manage project and subcontract files.
Implement and maintain contract tracking systems to monitor key metrics, including :
Administrative and invoicing points of contact
Not-to-exceed amounts
Contract initiation and deadline dates
Contract terms and liquidated damages
Oversee subcontractor documentation, including Master Service Agreements and Work Orders.
Develop and maintain a formal system for Work Order creation, release, and tracking.
Manage ongoing contract administration, including :
Issuing legal and operational notices
Maintaining safety program documentation (e.g., training records, toolbox talks, incident reports)
Organizing site and facility documentation (e.g., lease agreements, permits, Right of Entry forms)
Registrations and Subscriptions : - Manage and maintain registrations with :
System for Award Management (SAM)
Arriba, Avetta, and ISNetworld
State corporation and Secretary of State offices
General contractor licensing boards
Subcontractor registration systems
Business Development Support :
Marketing :
Coordinate marketing efforts, including publications, conference participation, and events / meetings.
Maintain accurate records in HubSpot for marketing activities.
Sales :
Gather and organize business intelligence on contract terms, pricing, and opportunities in designated sales areas.
Maintain and update sales information in HubSpot.
Proposal Support :
Assist in completing and organizing proposal forms and required documentation.
Coordinate proposal binding, packaging, and shipping processes.
Qualifications :
Minimum of 3 years of experience in a similar role as an Office Manager or Contracts Administrator.
Strong organizational skills with attention to detail.
Experience in contract management and administration.
Proficiency in managing multiple tasks and deadlines.
Familiarity with software platforms such as HubSpot, SAM, QuickBooks, and other registration systems is a plus.
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