Scope of the Role

The Contract Lifecycle Manager plays a key role in supporting the cooperative’s contract lifecycle, vendor compliance, and records governance programs. Reporting to the Contract & Records Manager, this position ensures documentation and processes align with regulatory standards, funding requirements, and internal policies and processes. This role collaborates with departments across the cooperative, as well as external partners, to maintain operational integrity, mitigate risk, and enhance organizational efficiency for the benefit of Golden Spread and its Members.

Essential Job Functions

The following functions apply across all Contract Lifecycle Manager levels. As employees progress through Levels I to IV, they are expected to demonstrate increasing independence, complexity of judgment, and leadership in these areas.

- Contract Lifecycle Manager I:

Perform routine, transactional tasks under direct supervision, following established checklists and templates; focus on accurate intake/routing, data entry, and repository filing; escalate interpretation, regulatory, or exception questions to the Contract & Records Manager.

- Contract Lifecycle Manager II:

Perform tasks under close supervision, focusing on accuracy and compliance with established procedures.

- Contract Lifecycle Manager III:

Work more independently, interpret contract terms, and support cross-departmental coordination.

- Contract Lifecycle Manager IV:

Lead complex negotiations, mentor staff, and drive process improvements.

- Assist with reviewing, routing, and finalizing contracts across service, construction, and consulting agreements, including the intake and triage of legal service requests.

- Support contract tracking, including workflow and lifecycle management, obligation tracking and renewals.

- Coordinate vendor onboarding, including W-9s, insurance certificates, tax documentation, and due diligence (e.g., OFAC/SDN screenings, debarment lists, and Lone Star Infrastructure Protection Act).

- Ensure procurement activities comply with cooperative policies and budget requirements.

- Maintain the cooperative’s centralized contract repository.

- Support the application of the Records Management Program in alignment with the Information Governance Policy, the Acceptable Use Policies and other legal requirements.

- Assist with monitoring the Records Retention Schedule across departments and guide staff on compliance.

- Coordinate and secure destruction and archival of records and assist in records audits and training.

- Monitor and flag potential compliance risks related to contracts, vendors, and records handling.

- Stay informed on regulatory updates affecting procurement, contracts, and records.

- Track departmental activities, help with budget documentation, and support project data collection.

- Assist the Contracts & Records Manager on special projects and reporting.

- Promote secure and organized practices for document storage, retention, and access.

- Other duties as assigned.

Complexity of Problems

Contract Lifecycle Manager I

- Entry-level discretion with a strong emphasis on following defined procedures and checklists.

- Work is primarily routine and transactional (e.g., basic intake and routing of documents, data entry into tracking systems, filing in the centralized repository, and preparing standard forms, performed in accordance with established policies and workflows.)

- Typical problems involve identifying missing information, correcting minor documentation errors, and resolving straightforward routing or access issues. Questions involving the interpretation of contract terms, regulatory requirements, or exceptions are promptly escalated.

- Operates under direct supervision with frequent feedback; relies on standard operating procedures, templates, and guidance from the Contract & Records Manager to ensure accuracy and compliance.

- Effective time management is required to meet turnaround SLAs and maintain high data quality across contract and records activities.

Contract Lifecycle Manager II

- Entry-level discretion and problem-solving required.

- Tasks are primarily procedural and guided by established policies and workflows.

- Problems typically involve routine contract and records processing, vendor onboarding, and compliance documentation.

- Works under close supervision with support from the Contract & Records Manager.

- Must manage time effectively to meet deadlines and ensure accuracy in documentation.

Contract Lifecycle Manager III

- Moderate discretion and problem-solving required.

- Responsible for interpreting contract terms, identifying compliance risks, and supporting procurement activities.

- Problems may involve coordinating across departments, resolving vendor documentation issues, and tracking contract obligations.

- Works under general supervision and is expected to take initiative in identifying and resolving routine issues.

- Must balance multiple priorities and maintain accuracy in contract and records systems.

Contract Lifecycle Manager IV

- Advanced discretion and problem-solving required.

- Responsible for negotiating contract terms, resolving complex compliance issues, and guiding departments on records governance.

- Problems often involve cross-functional coordination, regulatory interpretation, and risk mitigation.

- Works with minimal supervision and is expected to lead process improvements and mentor staff.

- Must demonstrate analytical skills to identify root causes and recommend solutions.

Internal and External Contacts

Internal Contacts:

Employees at all levels within the organization.

External Contacts:

Legal Counsel, Member Cooperatives, Board of Directors, consultants, vendors, regulators and auditors.

Education, Knowledge, and Experience Required

Contract Lifecycle Manager I

- High school diploma or GED required; some college or an associate degree in business administration, supply chain, legal studies, records/information management, or information systems preferred.

- 0–2 years of experience in an administrative, purchasing/AP, legal assistant, or records support role; internships, co‑op, or practicum experience acceptable.

- Foundational familiarity with basic contract/procurement terminology and records concepts; willingness to learn regulatory and cooperative requirements.

- Proficiency with Microsoft Office (Outlook, Word, Excel) and strong typing/data‑entry accuracy; ability to learn SharePoint and contract/records management systems.

- Attention to detail and organization; proven ability to follow procedures, templates, and checklists consistently.

- Clear written and verbal communication and professional customer service when interacting with internal staff and vendors.

- Commitment to confidentiality and ethical handling of sensitive information.

- Preferred exposure (nice to have): utilities/co‑op environment, vendor onboarding basics (e.g., W‑9 and certificate of insurance collection), or awareness of screening/retention concepts (e.g., OFAC/SDN, debarment lists, records retention schedules).

Contract Lifecycle Manager II

- Associate degree required, preferably in supply chain, business administration, records management, legal studies, contract administration, or information systems.

- Certified Professional Supply Management (CPSM), Certified Purchasing Manager (CPM), or Certified Professional Contracts Manager (CPCM) preferred.

- Minimum 2–4 years of experience in contract administration, procurement, or records management (utility/co-op experience a plus).

- Experience supporting contract workflows and vendor onboarding.

- Experience assisting with bidding processes and contractor qualification.

- Exposure to contract lifecycle tracking and compliance documentation.

- Proficient in Microsoft Office Suite (especially Excel), with working knowledge of SharePoint and contract/records management systems.

- Strong attention to detail, organizational skills, and ability to follow established procedures.

- Effective written and verbal communication skills.

Contract Lifecycle Manager III

- Associate degree required, preferably in supply chain, business administration, records management, legal studies, contract administration, or information systems.

- Certified Professional Supply Management (CPSM), Certified Purchasing Manager (CPM), or Certified Professional Contracts Manager (CPCM) preferred.

- Minimum 6 years of experience in contract administration, procurement, including qualifying contractors, bidding contracts, and managing relational contract databases (utility/co-op experience a plus).

- Proficient in Microsoft Office Suite (especially Excel), and contract management software.

- Strong attention to detail, organizational skills.

- Experience in records governance and compliance tracking is preferred.

Contract Lifecycle Manager IV

- Associate degree required. Bachelor's degree preferred.

- Certified Professional Supply Management (CPSM), Certified Purchasing Manager (CPM), or Certified Professional Contracts Manager (CPCM) preferred.

- Minimum 8 years of experience in contract agent or procurement experience, including: Negotiating and interpreting contract terms and conditions; Pricing, schedules, and milestone negotiations; Contractor qualification and bid evaluation.

- Proficient in relational database management and Microsoft Office Suite (especially Excel).

- Excellent communication and conflict resolution skills.

- Experience in electronic records management systems and SharePoint preferred.

Work location and conditions – Office, Amarillo, TX

Competencies

- Collaboration – Core Competency

- Ethics & Integrity – Core Competency

- Delivery Results – Core Competency

- Adaptability & Change Leadership

- Planning & Organizing

- Attention to Detail

FLSA Status

Contract Lifecycle Manager I: Non-Exempt

Contract Lifecycle Manager II: Non-Exempt

Contract Lifecycle Manager III: Non-Exempt

Contract Lifecycle Manager IV: Exempt