Job Summary: The Contract Management Coordinator is responsible for the administration, implementation, and ongoing maintenance of the organization's contract lifecycle management system. This position coordinates contract intake, initial contract review, workflow management, document organization, contract tracking, and follow-up activities throughout the contract lifecycle. Serving as a central point of coordination between contract owners, legal counsel, supply chain, accounts payable, finance, and operational departments, the Contract Management Coordinator helps ensure contracts are properly reviewed, approved, executed, maintained, and monitored in accordance with organizational policies and procedures. The position also supports the development of contract management policies, procedures, and internal controls designed to improve compliance, accountability, and operational efficiency. Job Responsibilities: Contract Lifecycle Management
- Administer and maintain the organization's contract lifecycle management system.
- Coordinate implementation, configuration, testing, and ongoing optimization of contract management software.
- Ensure contract records are accurately maintained, organized, and updated throughout the contract lifecycle.
- Monitor contract status, milestones, key dates, renewal deadlines, and termination provisions.
- Prepare and distribute contract activity reports, dashboards, status updates, and compliance metrics.
- Support users of the contract management system through training, guidance, and troubleshooting.
- Monitor contract management workflows and identify opportunities to improve efficiency, standardization, data quality, and overall process effectiveness.
- Support organizational initiatives related to contract governance, compliance, and operational effectiveness.
Contract Intake, Review & Coordination
- Coordinate contract intake and routing processes across the organization.
- Perform initial reviews of proposed contracts to ensure required information and supporting documentation have been provided and identify missing information, incomplete documentation, or deviations from established requirements.
- Coordinate contract review activities with contract owners, legal counsel, finance, supply chain, compliance, and other stakeholders as necessary.
- Serve as the primary point of contact for contract workflow status, follow-up activities, and tracking of contracts through the review and approval process to ensure timely completion of outstanding action items.
Contract Administration & Compliance
- Monitor compliance with organizational contract management policies and procedures.
- Assist with contract audits, documentation reviews, and compliance assessments.
- Support contract owners with contract renewals, amendments, expirations, and termination activities.
- Maintain contract templates, forms, and standardized documentation.
- Assist in identifying contract management risks and process improvement opportunities while supporting standardized contract review, approval, execution, and retention processes.
- Collaborate with Supply Chain, Accounts Payable, Finance, and operational departments to strengthen contract-related controls.
- Promote consistent application of contract management procedures across all departments.
Supply Chain & Accounts Payable Coordination
- Partner with Supply Chain and Accounts Payable to ensure contracts are appropriately reviewed and approved before vendor setup or payment processing activities occur.
- Assist with validation of contract terms, pricing schedules, renewal provisions, and supporting documentation.
- Support processes that align contract documentation with purchasing and payment activities.
- Coordinate resolution of contract-related issues identified during procurement or accounts payable review processes.
- Assist in maintaining controls that help ensure vendor payments are supported by appropriate contractual agreements.
Qualifications: Education & Experience
- High school diploma or equivalent required.
- Associate degree or additional professional training preferred but not required.
- Experience in administrative support, customer service, operations, procurement, finance, legal support, healthcare administration, project coordination, or a related field preferred.
- Experience managing workflows, coordinating projects, maintaining records, or supporting cross-functional teams preferred.
- Experience with contract management systems, document management systems, procurement systems, or other business applications is beneficial but not required.
- An equivalent combination of education, training, and experience may be considered.
Knowledge, Skills & Abilities
- Exceptional organizational skills and attention to detail.
- Strong problem-solving abilities with a willingness to independently research issues, identify practical solutions, and continuously improve processes.
- Demonstrated ability to learn new systems, processes, and technologies quickly.
- Maintains a positive, solutions-oriented attitude with exceptional patience, persistence, and customer service skills.
- Outstanding customer service skills with the ability to build productive relationships across all levels of the organization.
- Ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
- Strong written and verbal communication skills.
- Ability to work independently while exercising sound judgment and initiative.
- Commitment to continuous improvement and helping others succeed.
- Ability to navigate ambiguity, identify process gaps, and recommend practical improvements.
- Seeks to understand challenges, enjoys figuring things out, and approaches problems with curiosity, persistence, and a positive attitude.
- Proficiency with Microsoft Office applications and the ability to learn new software platforms.
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