Position Title: Business Assistant, Contracts

Job Summary

The Contracts Assistant is responsible for preparing, examining, analyzing and revising contracts that involve software and services for affordable housing. The contract administrator provides support and gathers all information necessary to create and maintain agreements to potential and existing customers.

Key Responsibilities

  • Review all current and new contracts, agreements and amendments to ensure that all requirements and timelines are met including any escalation review needed;
  • Collaborate with the Business Groups within the company and other stakeholders to manage the workflow of new and existing agreements;
  • Manage timelines and deadlines in accordance with the business requirements.
  • Ability to review RFP’s and other proposals to identify contractual and other legal requirements, research and document on a timely manner;
  • Provide necessary information required for the RFP and RFI process to the production and business departments in the preparation of proposals;
  • Request and prepare amendments to contracts for the addition or removal of products or extensions of terms;
  • Stay up-to-date with agency changes and coordinate with legal department as needed
  • Manage pipeline of contract requests;
  • Communicate with business review language and send to attorney as needed;
  • Manage all internal and external correspondence with HDS departments, HDS Attorney and Clients on status, follow up and communication to ensure timely response on requests;
  • Manage system of record and all file systems for copies;
  • Prepare contract for execution with contract cover;
  • Manage all correspondence for executed contract;
  • Prepare summary and communicate summary to internal HDS department and HDS attorney;
  • Initiate communication with clients and HDS internal departments on expiring contracts;
  • Prepare draft contracts with HDS template agreements per proposal for business and/or attorney review;
  • Manage all requests and communication for terminations;
  • Coordinate with HDS internal departments to ensure termination communication is distributed;
  • Identify with internal HDS departments termination criteria needed is in compliance with the contract;
  • Communicate termination internal process for software and ehp for de-activation of product, users, accounts, scripts;
  • Work with Business teams to ensure termination processes is documented for execution per contract/operations requirements;
  • Manage all aspects of Activation and client on boarding;
  • Collect client contacts and users as required by the contract notices;
  • Collect client users required MyHDS / eHP system access;
  • Ensure all CNDA documentation is executed;
  • Work with customer support in operations to ensure user access is complete;
  • Notification of client welcome packet;
  • Manage contract milestones for implementation;
  • Manage contract compliance items and communicate compliance items/fees/and special requirements to operations and HDS departments for execution;
  • Follow up biannually on users sending compliance check to ensure they are still with the agency and requiring access;
  • Update contacts as needed;
  • Manage contract notices as needed;
  • Assist with contract audits;
  • Complete implementation of contract management software;
  • Manage registration of corporate Marks and corporate Marks Library;
  • Assist with maintenance of copyrights

Skills

  • Ability to understand business concepts and have strong verbal and written skills to translate those into the scope of our agreements.
  • Proven work experience as a Contract Administrator, Contract Manager or relevant role
  • Knowledge of legal requirements involved with contracts
  • Keen attention to details with an ability to spot errors
  • Strong analytical skills and organizational skills
  • Ability to work with varying seniority levels, including staff, managers and external clients
  • Good verbal and written communication
  • Proficiency in handling computers is also essential

Education

Business Degree preferred or at least 2 years’ prior experience in a relevant field.

Perks of the Job

Competitive Salary

HDS offers a competitive salary for all positions.

Health Dental & Vision

HDS Pays 100 % of employee Comprehensive Medical, Dental and Vision Coverage

Retirement Plan

HDS offers a simple IRA with an employer match of up to 3%

Paid Time Off (PTO)

2 weeks plus

Paid Holidays

11 company Paid holidays

Other

5 Paid sick days a year, Life Insurance, Long Term Disablity, Flexible Spending Account

Perks

Submit your CV in confidence

Contact Us

careers@hdsoftware.com
(888) 326 – 7680 ext 213