Job Description

contracts coordinator

SUMMARY

SAA’s Contracts Coordinator is responsible for the coordination of contracts, including approval and any necessary changes that may be needed over the course of the contract length. The Contracts Coordinator will be responsible for preparing, examining, analyzing, negotiating, and revising contracts. Ultimately, the role ensures all contracts meet company goals and conform to standard legal and legislative requirements while providing processes and documentation changes to improve the system. The duties are essential to the successful management and execution of contracts on behalf of the organization.

RESPONSIBILITIES

(Include the following, other duties may be assigned)

• Coordinate the contract process with finance, project managers, project teams, attorneys, clients, and consultants.
• Advise project teams on contractual requirements, especially those relevant to design professionals, and the potential legal implications involved.
• Report status of current contract process to management.
• Review, redline, and negotiate client and consultant agreements.
• Prepare project-related contracts and draft corresponding documentation and communications.
• File project related communications and documents electronically.
• Assist in documenting and tracking all changes to contractual document templates and circulate to affected parties.
• Review existing contracts for accuracy before they are sent out to ensure compliance with project standards.
• Review and finalize contract execution while ensuring compliance with company policies and procedures.
• Establish and maintain approved contract database.
• Assist in resolving problems and issues of concern between clients or consultants and firm.
• Respond promptly to client and firm inquiries regarding contracts, ensuring timely and accurate resolution.
• Monitor all aspects of contract and insurance compliance.
• Review requests for proposals (RFPs).
• Process insurance requests.
• Evaluate and report on risk management compliance.
• Collaborate with contracts manager and team members to manage high-volume workload.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: Candidates invited for interviews will be asked to take a skills test.

EDUCATION and/or EXPERIENCE

• Bachelor's degree from a four-year college or university; or five years+ related experience and/or training; or equivalent combination of education and experience. Academic preparation in composition/writing and law or paralegal studies preferred.
• Familiarity with commercial interior architecture, design firms, and/or construction management desired.
• Advanced critical reading and analytical skills.
• Advanced verbal and written communication skills. Proven attention to detail and experience with written communications, editing/revising, proofreading, and grammar.
• Proven ability to take responsibility for a project and to display diplomacy and tact in resolving issues with individuals involved.
• Able to complement the contracts team environment: collaborative, mutually supportive, goal oriented.
• Must be a self-starter with initiative and follow-through, who works independently and excels at task completion in a fast-paced, high-volume, document-heavy work setting.
• Proficiency in Microsoft Word for redlining activities.
• Working knowledge of AIA (American Institute of Architects) Contract Documents software desired.
• Familiarity with project management software such as Deltek Vision, Procore, and Bluebeam desired.

LIFE AT SAA

At our heart, we are a creative firm, and we have fun with what we do. We are a tight knit community, supporting each other in and out of the office. We understand work/life integration and encourage our employees to bring their personal experiences and passions into their roles. Innovation is the key to our success and that comes from everyone sharing ideas and exploring ways to make the industry, firm, and your job better. We also believe the best ideas come from those passionate about their company and continually look for ways to bring enjoyment into the workday. We have a full-time event planner on staff to curate these experiences both for our SAAers and our clients.

We offer full benefits and fun employee perks including:

• Medical, Dental and Vision Plans (including 3 no cost to the employee medical options and dependent coverage is available)
• 14 paid holidays per year
• Tiered Paid Time Off (PTO) starting at 18 days/year
• 401k Plan
• Casual work attire, complimentary snacks, drinks, and office events.
• Summer Flex Schedule (Half Day Fridays)
• Volunteer Time Off

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must frequently lift and/or move up to 10 pounds and occasionally up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

POSITION TYPE/EXPECTED HOURS OF WORK

This is an exempt full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.

TRAVEL

Travel may include attending off-site meetings and work sessions in other local SAA Offices. Mileage will be reimbursed at a predetermined market rate. Individuals must possess a valid driver’s license with a good driving record and have reliable transportation.

AAP/EEO Statement

SAA is an equal opportunity employer. Applicants are considered without discrimination with regard to race, color, religion, sex, national origin, age, disability, veteran status or other statuses protected by state, local or other applicable laws.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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