Contract Administrator

Job Title: Contract Administrator

Location: Remote

Job Description

Anchor Planning is seeking a detail-oriented and experienced Contract Administrator to manage the complete lifecycle of project-related service agreements. This role is critical to ensuring the smooth execution and compliance of contracts such as Service Quotes, Statements of Work (SOWs), Task Orders, Master Service Agreements (MSAs), AIA agreements, and Change Orders. This requires exceptional organizational skills, accurate recordkeeping and a solid understanding of contract management within project-based environments. This involves interacting with internal and external parties and often includes providing guidance on contracting policies and procedures. This position will report to the Director of Operations and collaborate closely with Project Managers and clients to ensure accurate and timely contract execution.

Goals for the position

· Cleanup, Audit & Organize current state

· Document & improve current process

· Keep Contract Tracker updated

· Keep data current across internal software and tracking tools

· Ensure timely creation, revision, routing, and execution of all contract documents

· Collaborate cross-functionally with Project Managers and leadership to support project compliance

Skills and Qualifications

An ideal candidate will be detail-oriented, proactive, and thrive in a fast-paced, remote work environment. They will have proven experience managing contracts and related documentation in a project-driven industry. This individual should possess excellent written and verbal communication skills and be confident in managing multiple deadlines simultaneously.

· Strong organizational and follow-up skills: Ability to manage multiple contracts, prioritize tasks, push leadership to review and approve, and maintain detailed records.

· Excellent communication and interpersonal skills: Ability to effectively communicate with internal and external stakeholders and build strong working relationships.

· Proficiency in relevant software and systems: Experience with contract management software, ERP systems, Smartsheet, Microsoft Office Suite (Outlook, Word, Excel, Powerpoint) and other relevant tools.

· Knowledge of contract law and procurement processes: Understanding of contract law, procurement regulations, and best practices.

· Problem-solving skills: Ability to identify and resolve contract-related issues.

· Communication: Excellent written and verbal communication skills.

· Subject Matter Expertise: Strong understanding of contract law, terminology, and best practices. Familiarity with AIA contract documents and project management frameworks is a plus.

· Detail Oriented: Exceptional attention to detail, organizational, and time management skills.

· Deadline Management: Ability to manage multiple priorities in a fast-paced environment with minimal supervision. Proven experience with drafting, tracking, and managing professional services contracts

Key Responsibilities

· Contract Lifecycle Management:

o Oversee the creation, execution, and termination of contracts, including drafting and managing amendments and addenda.

· Recordkeeping and Documentation:

o Maintain accurate and up-to-date records of all contracts, agreements, and related documentation.

o Ensure contracts are stored, tracked, and updated in compliance with organizational policies.

o Maintain organized records of all contract versions and supporting documents.

o Maintain accurate records of contract status and follow up to ensure execution milestones are met

· Compliance and Risk Management:

o Ensure compliance with contract terms, relevant laws, and regulations, and identify and mitigate potential risks.

o Take sufficient steps to minimize project risks

· Communication and Collaboration:

o Act as a liaison between internal stakeholders, external vendors, and legal counsel, providing guidance and support.

o Ensure compliance with the company’s standards and procedures

· Performance Monitoring:

o Track contract performance against agreed-upon metrics and identify areas for improvement.

o Contribute to process improvement initiatives for contract administration workflows

· Ownership:

o Serve as a key point of contact for internal teams and external clients regarding contract status, modifications, and compliance.

o Provide guidance on contract policies, procedures, and best practices to internal stakeholders.

o Ensure all contracts are executed in accordance with company policies and client expectations

· Meet Deadlines:

o Monitor deadlines and deliverables, ensuring timely renewals or amendments as needed.

· Management:

o Coordinate internal reviews, revisions, and approvals of contract documents.

o Collaborate with Project Managers to align documentation with project scopes and timelines

· Insurance:

o Request, distribute and maintain certificates of insurance for all clients

· RFP Management:

o Applying organizational standards when requesting and evaluating RFPs

Education & Experience Requirements

· Associate degree + is preferred, but not required

· Professional certification through the National Contract Management Association is preferred

· Certified Professional Contract Manager (CPCM) certification is preferred

· 1+ years in contract administration or a related role, preferably in a project-based environment.

· Knowledge of contract components.

· Experience working on construction, design or engineering projects

Technology Proficiencies:

· Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, One Note, Power Point)

· Familiarity with contract management or document tracking tools (e.g., DocuSign, Adobe Sign, or similar platforms)

· Smartsheet experience

Company Profile

Anchor Planning is a boutique women owned business headquartered in Charlotte, NC. We focus on delivering Medical Equipment and Transition Planning services on Healthcare projects. These two service lines coupled with the legacy experience of our team, enables our company to provide our clients with a supreme level of efficiency, specialized service delivery and subject matter expertise backed by a guarantee of quality. We are committed to delivering excellence in every project we manage. You’ll work with a collaborative and professional team, supporting impactful work that shapes communities and builds lasting partnerships.

Our philosophy is to be thorough in our service delivery by listening to our clients, applying subject matter expertise and being flexible throughout our engagement. We aim to create and nurture a positive client relationship and collaborative team mantra. The pragmatic application of this philosophy is to ensure there is a constant flow of information, respect for time, care for our clients and support to the team for our mutual success in the form of providing knowledge, information, and resources to get the job done right and on time.

Anchor Planning values our employees and strives to create a flexible, supportive, and fun work environment. We understand that you spend more time working than anything else in your life, so we stress the importance of work-life balance and finding a career path that makes you happy. We want to ensure that you work hard, have fun and love what you do. Teambuilding activities are a priority in addition to quality time off and performance incentives. We pride ourselves on listening to our employees and making meaningful changes as we continue to grow.