Contracts Administrator

Do you thrive in a fast paced dynamic environment? Do you work well with others? Do you have solid organizational and communication skills? If your answer is “yes”, then CTG would like to talk to you about joining our Subcontractor Relations team located in East Syracuse, NY.Successful candidates must demonstrate excellent administrative, organization, interpersonal and communication skills and the ability to successfully manage multiple priorities in a fast paced, deadline driven environment. Ability to learn, comprehend, and use complex contractual language is required, with previous contracts experience (e.g. legal / insurance / real estate environment) preferred. Proficiency with Microsoft Word, Excel and Internet Explorer are required, Microsoft Access a plus.RESPONSIBILITIESThis is a full time non-exempt administrative support position. Individuals performing this role provide full service administrative support to our subcontracting function. This team handles everything from requests to sign up new subcontracting companies, through application and approval phases, contract execution, contract maintenance and contract termination. This includes preparing contracts using templates developed by CTG’s legal team, QA of signed contracts and amendments, and functioning as a point of contact for issue resolution. NOTE: This is not a legal or paralegal position.  Prior formal legal or contracts experience is not required.  Once hired, here is what you will do: Serve as a point of contact for CTG field management, Legal department, and subcontractor companies. Work closely with CTG field management and Legal department to coordinate contract maintenance. Proactively communicate issues to Director- Subcontractor Relations, CTG Legal, CTG relationship manager and CTG field management as necessary. Coordinate subcontractor company sign up. Send sign up packets and follow up on return of requested documents (e.g. certificate of incorporation, W9, tax payment proof, insurance proof, etc.) from the company. Track the status of companies through the sign-up process by logging all critical activities, documentation and dates in a database and providing status reports to requesting CTG managers. Coordinate with Director, Subcontractor Relations and CTG Legal for approval decisions. Prepare and distribute non-disclosure agreements and contract documents using pre-approved templates or in conjunction with CTG Legal department as required. Manage contract paperwork flow between CTG and subcontractors. Review completed applications, returned contract documents, and associated documentation for completeness and accuracy. Assist subcontractors through various activities. Coordinate with CTG Legal department to ensure accurate interpretation of complex written documents. Ensure CTG is properly represented and CTG’s interests and obligations are properly supported. Show empathy for subcontractor concerns as appropriate without disparaging CTG or CTG’s clients. Set up and maintain hard copy and database files for subcontracting companies, contracts and associated activities, and assigned projects. Participate in internal department projects including: developing and maintaining internal quality system documentation (processes, procedures, work instructions, forms); developing Subcontractor Guides for subcontracts. Provide general administrative support such as filing, database entry and maintenance, word processing (e.g., reports, memos, general correspondence) as needed or directed. Follow established policies, procedures and work instructions for subcontractor relations activities. Adhere to strict confidentiality, privacy, and security standards. Back-up or assist other team members in their absence or when work volume requires assistance. Maintain appropriate knowledge of their job functions. Adhere to common procedures and documentation standards to ensure one person can easily pick up where another left off. Other responsibilities as assigned.VITAL SKILLS AND COMPETENCIES Customer service mindset - Must be able to work through difficult situations and provide proper level of support. Ability to interact appropriately with all levels of management, clients, and vendors in a professional and politically savvy manner. Ability to maintain a high level of confidentiality. Attention to detail – Must be detail oriented and pay attention to the subtle details associated with various client-specific procedures and work instructions without losing track of the big picture. Excellent follow-up and follow through –Must follow through on all commitments and drive projects to closure. Ability to assimilate and apply knowledge quickly – Must be able to take what is learned and apply it to similar situations within assigned role. Work independently – Must be able to work without daily supervision or oversight within defined policies and procedures. Ability to exercise judgment within procedures and policies to find solutions to problems. Team player – Must be willing to openly exchange ideas with manager and other members of the team. Must be willing to assist in other roles. Willing to share ideas for improvement. Willing to compromise for the good of the team. Accurate – Must be highly accurate in data entry and contract preparation, and able to follow applicable procedures precisely. Ability to work overtime as approved or directed. Ability to learn new skills quickly – Must be able to come up to speed quickly on new processes and tools. Not afraid to ask questions, but able to take good notes so that questions rarely must be asked a second time. Ability to apply what has been learned in one situation to other situations. Adaptable - Ability to adapt to daily changes and apply change to all aspects of current duties. Sense of urgency – Must be able to re-prioritize to focus on satisfying critical and time sensitive business needs. Excellent written and verbal communication skills, interpersonal skills, customer service skills. Ability to work successfully in a fast paced, deadline driven environment. Proactively manage multiple priorities following through on all elements. Process improvement mindset. Previous experience with negotiation, contracts, commercial insurance and insurance certificates preferred.CTG employees represent CTG to our clients, and we understand that their success is our success. As a result, we work hard to provide the programs and processes they need to support them in doing their jobs, honing their skills, and advancing in their careers, with an emphasis on: Professional Development, Training and Education, Competitive Compensation and Benefits.