Contracts Administrator

Description

Job Overview:

This Contracts Administrator provides administrative support to the Contracts Manager, utilizing company systems and platforms to manage bulk centralized contracts. The Contracts Administrator is responsible for administrative support on Vive vendor compliance and registration, pool licenses tracking and processing, reviewing bid submissions, gathering and updating contract data, uploading documents, coordinating billing and assisting in the development of Reserve Study program.

Your Responsibilities:

• The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
• Maintain vendor compliance and registration documentation within the Vive platform, ensuring records are accurate, complete, and updated in a timely manner. Follow up with vendors as needed to obtain required documentation and maintain compliance.
• Track and manage pool licenses to ensure all licenses remain current and compliant, preventing any lapse in coverage or certification.
• Provide administrative support for vendor programs managed through Gittleman Construction and Maintenance, including but not limited to drain cleaning, HVAC services, and RPZ testing programs.
• Administer and support centralized and bulk service contracts, including but not limited to Comcast, Charter, Management Agreements, Elevator Services, Waste Management, Phone Services, Pest Control, FHA programs, Maintenance Plans, Mechanical Service Contracts, Closed-Loop Chemical Treatment, Roof Anchor Testing, and Furniture Agreements, as assigned.
• Collect, maintain, and update contact information and supporting documentation required for contract renewals. Communicate changes in service levels, pricing, terms, or contract requirements to vendors and stakeholders as necessary.
• Assist in the development, implementation, and ongoing maintenance of the Reserve Study Program, including program documentation and tracking.
• Respond to inquiries regarding services, contract terms, billing, and vendor performance related to centralized and bulk contracts.
• Generate, process, and maintain contracts for new associations, ensuring all documentation is properly executed, filed, and uploaded within designated systems.
• Collaborate with the Contracts Manager during renewal periods to coordinate bid solicitation processes and evaluate opportunities with current and prospective vendors.
• Serve as a secondary point of contact for vendors, clients, homeowners, and associates regarding centralized and bulk contracts. Assist in drafting and distributing correspondence, including letters, emails, notifications, phone blasts, and other communications.
• Maintain contract records, vendor documentation, and supporting files in accordance with company standards and record retention requirements.
• Provide administrative support for special projects, process improvement initiatives, and other duties as assigned by the Contracts Manager.

Additional Responsibilities:

• Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor
• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional, and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional materials and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by management.
• Perform and range of special projects, tasks, and other related duties as assigned

Skills & Qualifications:

• High School diploma and minimum 4 years of administrative experience; college and/or job-related education preferred
• Background in customer service, property management, and/or real estate
• Exceptional written and verbal communication skills
• Excellent spelling and proof-reading abilities
• Confident with data research and analysis
• Ability to prioritize and multi-task
• Ability to work independently
• Collaborative attitude and team player
• Exceptional interpersonal skills
• Highly organized and detail-oriented
• Consistent professional demeanor
• Work efficiently under pressure
• Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X, Smartsheets, and Docusign)

Physical Requirements:

• Sitting at a desk for extended periods of time
• Working on a computer throughout the day (monitor, keyboard, and mouse use)
• Ability to listen and focus for long periods of time
• Ability to lift up to 30 lbs

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

What We Offer:

As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 10 paid holidays, and a 401k with company match.

Compensation: $25 - $30 hourly

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel View email address on click.appcast.io.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at View email address on click.appcast.io; we will respond in accordance with Local Law 144, within 30 days.