Contracts Administrator

Job Description

Job Title: Contracts Administrator

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (with flexibility for signature/renewal deadlines)

About the Role:

Our client is seeking a Contracts Administrator to own the end-to-end contract lifecycle—intake → drafting/review → approval → execution → storage → obligations/renewals → reporting. This role safeguards accuracy, compliance, and timely execution while enabling business teams (legal, procurement, sales, finance, security) to move quickly on clean, enforceable agreements. You will manage templates and clause libraries, track negotiations and deviations, maintain the repository, and ensure the organization is always audit-ready.

Responsibilities:

Intake & Triage

• Run a standardized intake for contract requests (type, counterparties, value, term, governing law, data/privacy implications).
• Route to the correct workflow (new, amendment, renewal, termination) and set SLA/turnaround expectations.

Drafting / Review / Redlining

• Draft and format standard agreements (NDAs, DPAs, SOWs, order forms, vendor/MSA templates, partner/reseller agreements) using approved templates and clause libraries.
• Redline in Microsoft Word (Track Changes) against playbooks; escalate non-standard terms to counsel (e.g., indemnity caps, liability carve-outs, IP ownership, data security, termination rights, SLAs).
• Maintain a deviations log capturing what changed, why, and who approved.

Approvals & Governance

• Coordinate approvals per approval matrix (legal, finance, data privacy/security, InfoSec, procurement, exec).
• Ensure commercial terms align with pricing/quote and budget approvals; confirm vendor onboarding artifacts (W-9, banking, insurance/COI) and compliance attestations.

Execution & Recordkeeping

• Manage e-signature via DocuSign or Adobe Sign; verify signer authority and signature blocks; finalize fully executed copies.
• Store executed agreements in the CLM/repository (e.g., Ironclad, Icertis, ContractWorks, Agiloft, Conga, SharePoint) with complete metadata (counterparty, value, term, auto-renew, jurisdiction, data processing, security addenda).

Obligations, Renewals & Amendments

• Track key dates (renewals, termination windows, notice periods, price-increase triggers, deliverable milestones).
• Maintain obligation registers and send proactive reminders to owners; coordinate amendments/renewals on schedule.

Compliance & Risk

• Verify required regulatory and policy clauses (e.g., GDPR/CCPA, HIPAA BAAs, SOX/PCI-DSS where applicable).
• Ensure templates and process controls are followed; maintain an audit trail for approvals, deviations, and signatures.

Reporting & Enablement

• Deliver weekly/monthly dashboards: cycle times, SLA adherence, % executed on standard terms, renewal pipeline, deviations by clause.
• Train business users on request intake, template use, and repository search; maintain playbooks and template versions.

Process Improvement

• Partner with Legal/Procurement to update playbooks, rationalize templates, and automate workflows (CLM optimization, self-service NDAs, standard DPAs).
• Continually improve data quality and searchability (tags, filters, taxonomy, retention schedules).

What Makes You a Perfect Fit:

• Precision with language and metadata; you catch gaps others miss.
• Organized, deadline-driven, and comfortable managing high-volume pipelines.
• Confident coordinating across Legal, Finance, Security, Procurement, Sales, and Executives.
• Process-minded—naturally builds scalable workflows, playbooks, and SOPs.

Required Experience & Skills (Minimum):

• 2+ years contracts administration or legal operations experience.
• Hands-on with CLM/repositories (Ironclad, Icertis, ContractWorks, Agiloft, Conga, SharePoint/Drive).
• Strong Microsoft Word (Track Changes), Excel/Sheets (trackers, pivot filters), and PDF tools.
• Familiarity with core contract constructs (indemnity, limitation of liability, IP, confidentiality, DPAs, SLAs)

Ideal Experience & Skills:

• Exposure to regulated or data-sensitive environments (GDPR/CCPA, HIPAA, PCI-DSS).
• Experience supporting both buy-side and sell-side contracts.
• Template governance and clause library management.
• Basic understanding of procurement/vendor risk and security questionnaires.

What Does a Typical Day Look Like?

A Contracts Administrator’s day is defined by moving agreements cleanly from request to signature and into a searchable, obligation-tracked system. You will:

• Intake & qualify requests so each contract follows the right path, with clear SLAs and approvers.
• Draft/review/redline using approved templates and playbooks, capturing any deviations and escalating non-standard risks.
• Coordinate approvals across legal/commercial/security/finance, ensuring policy-compliant sign-offs and budget checks.
• Execute & file via e-signature, then index the final agreement with complete metadata for fast retrieval.
• Track obligations & renewals so owners receive proactive reminders—no surprises, no missed windows.
• Report & improve by publishing cycle-time/renewal dashboards and tuning templates, playbooks, and CLM automations.
• Essence of the role: ensure every contract is accurate, compliant, approved, signed on time, findable later, and actively managed for obligations and renewals.

Key Metrics for Success (KPIs):

• Median cycle time to signature within SLA (e.g., ≤ 5–10 business days for standard forms).
• % executed on standard terms (target ↑, deviations ↓).
• Zero missed renewals/notice dates; obligations tracked with on-time completion.
• Repository completeness (100% executed docs stored with full metadata).
• Audit-ready trail: approvals, deviations, and signature evidence 100% captured.

Interview Process:

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (e.g., redline a short NDA using a playbook + build a simple contract tracker)
• Client Interview
• Offer & Background Verification