Contract & Compliance Specialist

Description

The Contract & Compliance Specialist supports the Company’s contracting, onboarding, and compliance processes by coordinating documentation, facilitating contract workflows, and ensuring alignment with internal standards and customer requirements. This role partners closely with Legal, Finance, Sales, and external stakeholders to support contract execution and compliance while exercising judgment in identifying issues, prioritizing workflows, and ensuring adherence to Company policies and commercial objectives.

This position plays an important role in supporting efficient business operations and requires the ability to apply independent judgment in managing competing priorities, identifying discrepancies, and escalating issues appropriately.

Responsibilities

Contract & Administration Coordination

• Coordinate the intake, routing, and execution of customer and vendor contracts, including MSAs, service agreements, subcontract agreements, and vendor packets 
• Prepare and organize contract documents for internal review and approval 
• Track contract status, key dates, and required follow-ups 
• Review contract documentation for completeness and alignment with Company standards and identify inconsistencies or missing information for resolution 
• Apply established guidelines to determine appropriate routing, prioritization, and handling of contract and onboarding workflows 
• Support the administration of National Partnership Program agreements 
• Assist in the preparation and submission of customer subcontracting agreements with general contractors 
• Support completion of RFQs, RFPs, and related procurement documentation 
• Ensure consistent use of Company standard terms and templates in proposals, extensions of credit, order confirmations, and service confirmations 
• Support the Legal function by preparing and coordinating contract and compliance workflows and escalating non-standard or complex issues for legal review.

Customer & Vendor Onboarding

• Partner with Accounts Receivable and Sales to complete onboarding documentation, including vendor packets and required forms 
• Coordinate requests for certificates of insurance with external insurance providers 
• Assist with setup and maintenance of customer and vendor records in internal systems 

Compliance & Documentation Support

• Assist in maintaining compliance with internal policies and external requirements, including licensing and insurance documentation 
• Support the tracking and organization of business licenses and registrations 
• Monitor documentation and onboarding activities for adherence to Company policies and external requirements, and address routine compliance issues within established guidelines 
• Exercise judgment in resolving routine issues and determining when escalation is required 
• Maintain accurate and complete records of contracts and compliance documentation 
• Assist with document collection and preparation for audits or internal reviews 

Records & Process Support

• Monitor organized electronic files in accordance with Company standards 
• Ensure proper document naming, storage, and version control 
• Identify and communicate process inefficiencies or documentation gaps 

Cross-Functional Support

• Serve as a point of coordination for internal teams and external partners regarding documentation and process requirements 
• Coordinate with internal stakeholders to resolve documentation, compliance, and process-related issues, using sound judgment to balance timing, risk, and business needs 
• Communicate professionally to follow up on outstanding items and ensure timely completion of tasks

Qualifications

• Prior experience in contract administration, paralegal work, or sales compliance required 
• 3 years of relevant experience required; 5 years preferred for candidates at the upper end of the salary range 
• Strong organizational skills and attention to detail 
• Ability to manage multiple tasks and deadlines in a fast-paced environment 
• Ability to exercise discretion and independent judgment with respect to matters of significance in the performance of job duties 
• Proficiency in Microsoft Office Suite and contact management systems 
• Strong written and verbal communication skills 

Education

• Bachelor’s degree preferred in business administration or related field 
• In lieu of a degree, a comparable combination of education, job-specific certifications, and experience may be considered 

Physical Requirements

The physical requirements outlined below reflect those necessary for an employee to effectively carry out the essential duties of this position. Reasonable accommodations will be considered to support individuals with disabilities in performing these essential job functions safely.

• Ability to sit for extended periods
• Ability to reach, handle, and operate standard office equipment
• Ability to lift and carry items weighing up to 10 pounds
• Ability to operate a computer and telephone for extended periods

Benefits 

• Medical, Dental, and Vision Insurance
• 401K plans with company match
• Life Insurance and Disability Coverage
• Paid Time Off and Paid Holidays
• Maternity and Parental Leave
• Employee Assistance Program
• Employee Discounts
• Employee Perks

Employment Status

This job description is not a contract of employment. Employment is at-will, and the Company may modify duties or requirements at any time consistent with applicable law.

Compensation

Compensation is based on experience and will be discussed during the interview process.

Equal Opportunity Statement

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.