Department: Accounting
Reports To: Senior Director of Finance
FLSA Status: Exempt
Position SummaryThe Contracts Administrator supports the agency's Legal, Procurement, and Finance functions by coordinating all administrative and operational aspects of the contract lifecycle. This role ensures that vendor and funder contracts are properly reviewed, executed, tracked, and maintained, while supporting internal stakeholders in understanding contract requirements and deadlines. The Contracts Administrator also plays a key role in maintaining the agency's contract database and supporting contract-related audit activities. The Contracts Administrator applies independent judgment to manage contract workflows, identify compliance risks, monitor deadlines, and provide contract-related insights to internal stakeholders. This role does not negotiate legal terms but serves as a key analytical and operational partner across departments.
ResponsibilitiesContract Administration & Coordination- Manage and analyze the administrative and operational aspects of the contract lifecycle, including intake, review coordination, execution, amendments, renewals, and closeout.
Support the Legal and Procurement Departments by ensuring contracts follow established workflows and approval processes. - Manage the agency's contract database, ensuring all contracts, amendments, and related documents are accurate, complete, and accessible.
- Coordinate with agency staff to ensure all stakeholders are aware of contract renewal dates and understand contract terms and requirements.
- Establish and maintain strong working relationships with Bay Cove's funding agencies and vendors.
Funder Contract Support- Support the Financial Planning & Analysis (FP&A) team by coordinating funder contracts and ensuring all required reviews, signatures, and attachments are completed.
- Assist with FP&A billing review functions, ensuring cost-reimbursement contract budgets are current and compliant with contract guidelines.
Audit & Compliance- Support the Senior Director of Finance with contract-specific audit tasks.
- Follow established legal and compliance procedures and appropriately escalate issues when necessary.
- Identify contract compliance issues, variances, or gaps and escalate findings to Finance or Legal leadership as appropriate.
- Contribute to continuous improvement of contract controls, templates, tracking tools, and processes.
Qualifications- Bachelor's degree in Finance, Accounting, or a related field.
- 5-7 years of experience in contract or vendor management; financial analysis experience is a plus.
- Demonstrated experience supporting the full contract lifecycle (intake, routing, execution, tracking, renewals).
- Understanding of federal compliance requirements under the Uniform Guidance as issued by the Office of Management and Budget (OMB).
- Strong understanding of contracting workflows and approval processes across Legal, Finance,
Procurement, Compliance, and IT. - Proficiency with Microsoft Office and/or Google Workspace.
- Experience using e-signature platforms (e.g., DocuSign, Adobe Sign).
- Strong attention to detail, organizational skills, and time-management abilities.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively across teams.
- Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
Personal Characteristics- Highly organized, with the ability to manage multiple responsibilities with minimal supervision.
- Strong verbal and written communication skills with the ability to interact professionally at all levels.
- Collaborative, diplomatic, and skilled at resolving differences.
- Creative problem-solver with the ability to identify opportunities and develop effective strategies.
- Self-motivated, dependable, and passionate about delivering high-quality work.
- Able to maintain strict confidentiality and handle sensitive, time-critical information.
- Team-oriented, contributing to a harmonious and high-functioning work environment.
Pay Range: $85,000 - 90,000 Annual Salary
