Contracts Administrator

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Contracts Administrator
The candidate reports to the Legal Services Manager/Senior Paralegal and performs functions related to managing, analyzing, reviewing and maintaining contracts for the Company’s senior living division in connection with the operation of senior living communities. This includes to, managing and reviewing contracts, understanding and analyzing the needs of the senior living communities in relation to the contract in question, and processing information in connection with the execution and maintenance of contracts for the operation of senior living communities. In addition, responsible for overseeing and managing the data entry of all existing community contracts into the contract management database/program, as well as organizing, monitoring and tracking contracts and transactions, and the maintenance of the status of current contracts and contract related issues. Will be accountable for the timely processing of contracts (in coordination with the business team as well as the legal department) and the organization and management of all contracts for the division. Responsible for the management, review, analysis, maintenance and control of the Company’s contracts with third parties. Such third party contracts are generally in connection with the operation of senior living communities, including, but not limited to purchase, lease, installation, service and maintenance agreements (e.g., HVAC, landscape, photocopiers, dishwashers, elevators, fire and security systems, pest control, vending machines, telecom (phone and wireless), electrical, advertising, video production, architectural, design and construction projects. Responsible for overseeing, maintaining and managing a contract management software system and contracts/records database, creation of new contract records, including, efficiently and accurately inputting contract data; monitoring and tracking tasks and alerts related to milestone dates (e.g., expiration alert, expiration, termination, amendment or renewal notice deadline, etc.) as well as other obligations as specified in the contracts; and establishing and maintaining an electronic filing system to record all copies of contracts; Maintenance of existing contract records to ensure that they continue to meet the Company’s requirements over the entire term of each contract; Manage and track contract review process and work with Company’s team members (at the community level as well as corporate home office) and legal department to timely complete contract review. Interface with legal department, corporate home office and each of the senior living communities to ensure that the contract management system meets all goals and expectations. Review and edit forms and documents for accuracy, including contract submission forms/requisitions/proposals; Analyze and respond to issues related to submission of contracts or contract proposals; Serve as a liaison between third-party providers to coordinate the completion of required documents in connection with the Company’s Contracts Policy in a timely manner (e.g., certificates of insurance, third-party provider licenses/certifications (as applicable), tax form (W-9s), vendor information forms, etc.). Identify issues and recommend possible system enhancements and solutions to business team regarding contract management system; Partner with IT as necessary to implement relevant policies related to contract management. Process modifications to proposals and/or bids. Manage responses to modifications and communicating changes; Review contract terms and conditions and work directly with business team members to obtain recommendations for acceptance/rejection of terms. Provide timely and accurate information and status updates to Company’s team members (at the community level as well as corporate home office) and the legal department; Build and generate reports from contract management program/front office system to provide the legal department, corporate home office and each of the senior living communities with insight to its contracts with third-party providers. Takes independent actions and calculated risks; Asks for and offers help when needed. Demonstrates accuracy and thoroughness; Looks for ways to add value and improve and promote quality. Accepts responsibility for own actions; Follows through on commitments.

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