Job Location: Gainesville, VASummary:Under general direction, the Sr. Contracts Administrator supports the full lifecycle of customer contracts. This includes business-focused drafting, reviewing, negotiating using approved templates and guidelines, coordinating internal approvals and contract execution, tracking renewals and pricing updates, maintaining accurate records, and escalating legal terms, legal review, and legal negotiation to Legal.
Responsibilities:Contracts Administration
- Draft standard contracts using approved legal templates.
- Drafting and submission of amendments and submission of non-standard contracts to M-Files (or other designated contract review intake platform) for Legal review, while engaging Business Unit review of scope, services, pricing operational requirements, and customer-specific business terms for review as needed.
- Participate on internal and external customer calls as needed during the contract drafting and negotiation processes to support business intake, scope confirmation, pricing, operational details, and documentation status.
- On assigned contracts, work with Business Units and participate in both internal and external customer calls as necessary to enhance offerings & strengthen business relationships by aligning customer requirements with VSN offerings, assisting with renewal efforts, and ensuring accurate documentation of agreed business terms.
- Work with Legal, where needed, & Business Units to clarify, simplify & enhance the contractual experience with the customer by ensuring all services, pricing, operational terms, customer intent, and required documentation is captured on the first pass and all documentation is in place prior to the offering of new services. Escalate legal questions or requested changes to legal terms to Legal.
- Maintain Contract Summaries and M-Files records.
- Generate reports on contract status, expirations, renewal activity, pricing updates, and compliance metrics.
- Work cross-departmentally to support contractual and renewal price adjustments; ensure alignment and accuracy in pricing updates across accounts.
- Work with Risk Management to process Certificate of Insurance ("COI") requests from Customers, ensuring COIs meet our contractual obligations and maintain the Vector Security Networks COI database. Escalate insurance coverage or legal obligation questions to Risk Management or Legal.
- Perform business-related research related to customer contract terms, as needed; escalate legal interpretation of contract terms to Legal.
Compliance Administration
- Maintain contract records, both physical and electronic.
- Participate in meetings and provide regular communication updates regarding business process compliance priorities, changes to policy & procedure, and other pertinent issues tied to the timely processing and execution of customer contracts.
- Submit updates to contract procedural manuals in accordance with both VSN Business and Legal process objectives.
- Work with Contracts Manager to develop and maintain business administration controls for contractual documents.
- Assist with tracking and maintaining data security documentation requirements at the direction of Legal.
- Execute "Termination for Failure to Pay" process to ensure timely termination of defaulted accounts.
- Working with other departments, manage the Customer Cancellation process.
- Assist with recur billing audits to ensure alignment with Sales Contract compliance of business terms & pricing.
- As directed, lead VSN initiatives related to contract renewals and automatic increases in fees to customers.
Special Projects
- Provide back-up support for others in department as needed.
- Provide additional training to other groups on the basics of Contracts Administration, its processes, and policies.
Qualifications:- College Degree or High School Diploma and equivalent experience in related field
- 2-3 years of relevant contracts or business operations experience
- Advanced customer service/account management and/or sales/business administration skills
- Excellent time management, prioritization, and organizational skills
- Solid understanding of industry & product/service offerings - Preferred
- Communication/Interpersonal Skills:
- Must be able to communicate and work effectively with individuals on multiple teams, gathering data and providing timely updates across the division.
- Analytical/Organizational Skills:
- Must be able to effectively manage large amounts of data and multiple projects.
- Meeting all deadlines is critical to the success of this position.
- Ability to Work Independently:
- Ability to independently assess when to escalate to management; demonstrates initiative and sound judgement in a fast passed environment.
- Be proactive in getting involved with the dynamics of each account.
- Strong Computer/Software Proficiency and MS Office skills:
- Experience with contract systems - Preferred
- Confidentiality:
- Must be able to maintain both company and client confidential information.
- Industry/Job Knowledge:
- Strong knowledge of the industry and VSN's products and services preferred to ensure this position can offer enhanced support and proactive solutions across activities - Preferred
Our Total Rewards package includes (but is not limited to):- Competitive compensation with incentive eligibility
- Medical, dental, and vision coverage
- HSA/FSA programs
- Company paid life and AD&D insurance
- Company paid short- and long-term disability
- Voluntary benefit products
- 401k retirement savings plan after just 60 days
- 7 Company Holidays, plus 2 Floating holidays of your choice
- Paid Time Off
- Tuition reimbursement
- Employee Assistance Program (EAP)
