Sr. Contracts Administrator

Job Description

Job Description

At Vector Security We Think Big, Do the Right Thing, and Make a Difference Every Day! If this is how you like to work, we’d like to invite you to join our team as a Senior Contracts Administrator!

We offer great benefits, a competitive salary, and growth opportunities. We think you’ll find what you want here because what we do matters - to us, our customers, and most of all, our team members.

Job Location: Gainesville, VA Or US Remote

Summary:

Under general direction, the Sr. Contracts Administrator supports the full lifecycle of customer contracts. This includes business-focused drafting, reviewing, negotiating using approved templates and guidelines, coordinating internal approvals and contract execution, tracking renewals and pricing updates, maintaining accurate records, and escalating legal terms, legal review, and legal negotiation to Legal.

Responsibilities:

Contracts Administration

• Draft standard contracts using approved legal templates.

• Drafting and submission of amendments and submission of non-standard contracts to M-Files (or other designated contract review intake platform) for Legal review, while engaging Business Unit review of scope, services, pricing operational requirements, and customer-specific business terms for review as needed.

• Participate on internal and external customer calls as needed during the contract drafting and negotiation processes to support business intake, scope confirmation, pricing, operational details, and documentation status.

• On assigned contracts, work with Business Units and participate in both internal and external customer calls as necessary to enhance offerings & strengthen business relationships by aligning customer requirements with VSN offerings, assisting with renewal efforts, and ensuring accurate documentation of agreed business terms.

• Work with Legal, where needed, & Business Units to clarify, simplify & enhance the contractual experience with the customer by ensuring all services, pricing, operational terms, customer intent, and required documentation is captured on the first pass and all documentation is in place prior to the offering of new services. Escalate legal questions or requested changes to legal terms to Legal.

• Maintain Contract Summaries and M-Files records.

• Generate reports on contract status, expirations, renewal activity, pricing updates, and compliance metrics.

• Work cross-departmentally to support contractual and renewal price adjustments; ensure alignment and accuracy in pricing updates across accounts.

• Work with Risk Management to process Certificate of Insurance (“COI”) requests from Customers, ensuring COIs meet our contractual obligations and maintain the Vector Security Networks COI database. Escalate insurance coverage or legal obligation questions to Risk Management or Legal.

• Perform business-related research related to customer contract terms, as needed; escalate legal interpretation of contract terms to Legal.

Compliance Administration

• Maintain contract records, both physical and electronic.

• Participate in meetings and provide regular communication updates regarding business process compliance priorities, changes to policy & procedure, and other pertinent issues tied to the timely processing and execution of customer contracts.

• Submit updates to contract procedural manuals in accordance with both VSN Business and Legal process objectives.

• Work with Contracts Manager to develop and maintain business administration controls for contractual documents.

• Assist with tracking and maintaining data security documentation requirements at the direction of Legal.

• Execute “Termination for Failure to Pay” process to ensure timely termination of defaulted accounts.

• Working with other departments, manage the Customer Cancellation process.

• Assist with recur billing audits to ensure alignment with Sales Contract compliance of business terms & pricing.

• As directed, lead VSN initiatives related to contract renewals and automatic increases in fees to customers.

Special Projects

• Ad-hoc reporting.

• Provide back-up support for others in department as needed.

• Provide additional training to other groups on the basics of Contracts Administration, its processes, and policies.

Qualifications:

• College Degree or High School Diploma and equivalent experience in related field
• 2-3 years of relevant contracts or business operations experience
• Advanced customer service/account management and/or sales/business administration skills
• Excellent time management, prioritization, and organizational skills
• Solid understanding of industry & product/service offerings - Preferred
• Communication/Interpersonal Skills:
  • Must be able to communicate and work effectively with individuals on multiple teams, gathering data and providing timely updates across the division.
• Analytical/Organizational Skills:
  • Must be able to effectively manage large amounts of data and multiple projects.
  • Meeting all deadlines is critical to the success of this position.
• Ability to Work Independently:
  • Ability to independently assess when to escalate to management; demonstrates initiative and sound judgement in a fast passed environment.
  • Be proactive in getting involved with the dynamics of each account.
• Strong Computer/Software Proficiency and MS Office skills:
  
  • Experience with contract systems - Preferred
• Confidentiality:
  • Must be able to maintain both company and client confidential information.
• Industry/Job Knowledge:
  • Strong knowledge of the industry and VSN’s products and services preferred to ensure this position can offer enhanced support and proactive solutions across activities - Preferred

Our Total Rewards package includes (but is not limited to):

• Competitive compensation with incentive eligibility
• Medical, dental, and vision coverage
• HSA/FSA programs
• Company paid life and AD&D insurance
• Company paid short- and long-term disability
• Voluntary benefit products
• 401k retirement savings plan after just 60 days
• 7 Company Holidays, plus 2 Floating holidays of your choice
• Paid Time Off
• Tuition reimbursement
• Employee Assistance Program (EAP)

About Us:

Vector Security is a leading provider of intelligent security and managed services solutions serving residential, commercial, and enterprise customers across North America. Through our Residential and Commercial business units, Vector Security delivers smart security, life safety, video, access control, and monitoring solutions. Our Vector Security Networks (VSN) division provides national security solutions for multi-site organizations, while Managed Network Services (MNS) delivers secure connectivity, and network management services that help businesses operate reliably and securely. For more than 50 years, we have been committed to protecting people, property, and business operations through innovative technology and exceptional service.

Our Values:

• Win as a team.
• Do the right thing.
• Make a difference every day.
• Get it done.
• Think big.

If you share these ideals, we'd love to hear from you!

Vector Security is a Drug-Free Workplace

Vector Security is an Equal Opportunity Employer

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, transgender, national origin, veteran, or disability status.