Contracts and Legal Operations Administrator

Job Description

Job Description

PURPOSE

The Contracts and Legal Operations Administrator is responsible for the day-to-day contract administration process and provides administrative and operational support to the Corporate Counsel and the company's business units, project management, and business development teams. The Contracts and Legal Operations Administrator is the primary point of contact for the movement, tracking, and execution of all company contracts, from proposal through execution and closeout, and supports the legal function in maintaining templates, certificates of insurance, bonds, and contract recordkeeping. The Contracts and Legal Operations Administrator works under the direction of the Corporate Counsel and partners with project teams to ensure contract requirements are identified, communicated, and satisfied across all phases of a project. This is a fully on-site position at our Ankeny, Iowa headquarters.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The following duties are typical for this job. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Contract Intake, Routing and Execution

• Serve as the primary internal and external point of contact for contract administration matters, including intake, routing, status updates, and execution logistics.
• Support the contract review workflow by logging incoming contracts, routing them to the Corporate Counsel for assignment, tracking redlines and revisions under the Corporate Counsel's direction, and moving documents through the negotiation cycle to execution.
• Prepare, assemble, and distribute contract packages, exhibits, addenda, change orders, amendments, task orders, and related documents for review and signature.
• Coordinate signature workflows, including circulation through electronic signature platforms, collection of countersignatures, distribution of fully executed copies, and archival in the company's contract management and document control systems.
• Maintain accurate, current, and organized contract files for both project (job-related) and non-project agreements, including prime contracts, subcontracts, sub-subcontracts, purchase orders, master service agreements, vendor agreements, NDAs, leases, and licensing agreements.

Templates, Playbooks and Document Control

• Maintain the company's library of contract templates, exhibits, fallback language, and form documents under the direction of the Corporate Counsel, including version control and assisting with periodic refresh cycles as directed.
• Populate and assemble first-draft contracts and subcontracts from approved templates and standard form language based on project information provided by business units and project teams, for review by the Corporate Counsel.
• Maintain contract administration playbooks, checklists, and process documentation under the direction of the Corporate Counsel, and surface suggestions for process improvements for the Corporate Counsel's consideration.
• Support the Corporate Counsel with implementation, configuration, and ongoing administration of the company's contract management software, including user setup, day-to-day troubleshooting, data entry, and coordination with the vendor and IT, with the Corporate Counsel retaining overall ownership of the implementation.
• Update and maintain the company's contract management system, ensuring records, key dates, key terms, and document control entries are accurate and current.

Insurance, Bonds and Risk Documentation

• Coordinate with the company's insurance broker, sureties, and counterparties to obtain, issue, review for conformity with the insurance requirements stated in the applicable contract, and track certificates of insurance, additional insured endorsements, waivers of subrogation, and other insurance-related documentation required under company contracts.
• Process bid bond, performance bond, and payment bond requests with the company's surety
• Track upstream and downstream insurance and bond requirements across the contract lifecycle, escalate non-compliance to the Corporate Counsel, and coordinate follow-up with internal and external stakeholders as directed by the Corporate Counsel.
• Monitor and follow up on contract deliverables, including signed contracts, change orders, certificates of insurance, bonds, lien waivers, releases, and other required documentation.

Project and Business Unit Support

• Provide administrative and process support to project managers and business unit personnel on contract-related matters, including answering routine procedural questions and routing substantive legal questions to the Corporate Counsel.
• Conduct checklist-based review of incoming subcontracts, purchase orders, and vendor agreements against established playbooks and flag deviations, missing flow-down provisions, and apparent conflicts with upstream agreements for review by the Corporate Counsel.
• Assist the Corporate Counsel with preparation of contractual correspondence and notices, including notices of claim, requests for change orders, reservation-of-rights letters, and default and cure communications.
• Support training and onboarding for project managers and support teams on contract administration processes, templates, and tools.

General

• Perform other duties of a similar nature as assigned by the Corporate Counsel or company leadership.

Secondary Responsibilities

• Develop a working familiarity with standard construction industry contract forms, including AIA and ConsensusDocs, sufficient to identify common clauses, structures, and exhibits.
• Develop a working understanding of typical construction contract risk areas (indemnity, insurance, payment, lien rights, warranty, termination, dispute resolution) sufficient to spot-issue and escalate appropriately.
• Develop a basic understanding of how the company's insurance program interacts with key contract provisions, while relying on the broker and Corporate Counsel for substantive review.
• Communicate contract status, requirements, and issues to internal stakeholders clearly, both in writing and verbally.

MINIMUM EDUCATION & EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• Associate's or Bachelor's degree preferred; paralegal certificate, pre-law, business, or construction management coursework a plus. Strong administrative or contract-support background will be considered in lieu of degree.
• 3+ years of experience in contract administration, paralegal support, construction project administration, or a comparable role; experience supporting an in-house legal function or construction contractor strongly preferred.
• Working familiarity with construction contracts, subcontracts, purchase orders, and related project documents preferred.
• Working familiarity with certificates of insurance, surety bonds, and lien waiver processes preferred.
• Intermediate to advanced proficiency with Microsoft Word and Excel, electronic signature platforms (e.g., DocuSign or Adobe Sign), and contract or document management systems; ability to quickly learn new software.

MENTAL AND PHYSICAL COMPETENCIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• Detail oriented, with the ability to prioritize and manage a high volume of contracts and deadlines with minimal oversight while working as a collaborative team player.
• Strong organizational skills, with the ability to maintain accurate records, tracking logs, and document control systems across multiple business units and project types.
• Excellent oral and written communication skills, including the ability to communicate professionally with internal teams, clients, subcontractors, vendors, brokers, and sureties.
• Sound judgment and discretion in handling confidential, sensitive, and privileged information.
• Ability to multi-task in a fast-paced environment, work independently within established processes and procedures, and escalate appropriately to the Corporate Counsel.
• Proactive, critical thinker with strong problem-solving and follow-through.
• Willingness and enthusiasm to provide first-class service and support to internal and external customers.
• High ethical standards, professional demeanor, and demonstrated acceptance of Baker Group's Core Values

ENVIRONMENTAL ADAPTABILITY

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 10 pounds occasionally
• May have occasional visits to a job site which would require periods of standing, walking and/or climbing stairs

EQUIPMENT/TOOLS

• Laptop Computer
• Phone system
• Contract Management / Matter Management Software

Baker Group is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Baker Group will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Employer.