Contract Associate

Jr. Contract Assistant

The Jr. Contract Assistant supports the Contract Administrator Analyst in maintaining the organization's contract management tool and providing responsive, high-quality support to business lines. This role focuses on executing defined contract administration tasks, maintaining accurate records, coordinating contract workflows, and assisting with reporting under established procedures and direction.

Major Responsibilities:

• Contract Execution Facilitation - This position will assist with facilitating coordination of signatures once stakeholders have provided approval on agreements. This may be through a variety of electronic signature systems. Once executed the Contract Executor will load the executed agreement into the bank's contract repository capturing key information such as contract term, renewal notice requirements and the type of agreement.
• Customer Service - The Contract Administration Specialist provides timely and professional support to internal business partners and assists with vendor communications related to contract execution and documentation. This will assist with routine inquiries and escalates complex issues or exceptions to the Contract Administrator Analyst or Procurement Manager.
• Contract Database & System Support - Under the direction of the Contract Administrator, this position supports the ongoing maintenance of the contract repository system. Responsibilities may include gathering contract details from business owners, assisting business units with contract entries, and migrating legacy contracts into the new system of record.
• Reporting Assistance - Supports the preparation, maintenance, and distribution of routine contract reports, including active, inactive, and upcoming agreements with renewals. Responds to routine reporting inquiries and escalates complex issues or exceptions to the Contract Administrator Analyst or Procurement Manager, as appropriate.

Problem Solving & Decision Making:

The Jr. Contract Assistant works under the guidance of the Contract Administrator Analyst and follows established processes and procedures. The Jr. Contract Assistant Specialist exercises judgment in handling routine contract administration tasks and identifying data issues but escalates nonstandard issues, risks, or exceptions for direction and resolution. Independent decision-making is limited to operational tasks within defined guidelines.

Requirements:

• 1+ year of experience in contract administration, operations, or administrative support.
• Bachelor's degree preferred, High School education combined with certifications from CTPRP and/or related work experience is acceptable.

Skills/Knowledge:

• Basic to intermediate understanding of contract terms and conditions and contract documentation.
• Proficiency in using data management, spreadsheets, and word processing software.
• Ability to organize multiple priorities; Ability to communicate and work effectively with customers, contractors, co-workers, and vendors.
• Effective facilitation and personal interaction skills appropriate to achieving objectives.
• Ability to assemble, organize and present statistical, financial, or factual information derived from a variety of sources.

Working Conditions:

Standard business hours (Monday–Friday, 8:30 AM–5:00 PM) with flexibility as needed to meet business requirements.

Physical Demands:

While performing the duties of this job, the employee must be able to remain in a stationary position 50% of the time. The employee frequently is required to operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer. The employee is occasionally required to move about inside the office to access file cabinets, office machinery, etc. They also occasionally travel to locations outside of the facility, to attend meetings, trainings, events, and other business activities. The employee occasionally positions self to maintain or access files in file cabinets. The employee must have the ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. The employee frequently observes details at close range (within a few feet of the observer). The employee must occasionally lift and/or move boxes or equipment up to 20 pounds across office for various needs.

Work Environment:

Persons holding this position are generally subject to inside environmental conditions having the lighting, temperature, and noise level of an open floor-plan office environment (moderate, but occasionally loud at times). This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.