Contract Specialist

True North Energy•Brecksville, OH

4d•Onsite

About The Position

The Contract Specialist provides administrative and contractual support for the company’s dealer business and real estate portfolio. The role prepares and maintains dealer agreements, amendments, legal documents, contract abstracts, property records, lease files, and other documentation related to dealer locations and company properties. It works with dealers, corporate leadership, attorneys, title companies, accounting, trucking, operations, and other internal departments to coordinate contracts, property transactions, lease renewals, dealer changes, compliance requirements, and related business activities. The position requires strong organization, attention to detail, confidentiality, sound judgment, and the ability to manage a high volume of time-sensitive legal and contractual documentation. The Contract Specialist administers dealer contracts and property records, tracks deadlines and compliance obligations, coordinates real estate transactions and lease renewals, maintains customer business profiles and credit documentation, supports dealer programs and reimbursements, and serves as an administrative liaison across internal and external stakeholders. The position also provides Notary Public services for company-related documents as required and supports legal, dealer, real estate, and corporate projects. The work is primarily office-based in a professional corporate environment, with regular interaction with executives, dealers, attorneys, title companies, property owners, vendors, and internal departments. Occasional visits to company or dealer locations, property sites, and external meetings may be needed. Occasional work outside normal business hours and local or regional travel, including occasional overnight travel, may be required.

Requirements

Strong organizational and time-management skills, including the ability to manage a high volume of contracts, documents, deadlines, and competing priorities.
Exceptional attention to detail, accuracy, and follow-through in preparing and maintaining legal, contractual, and property documentation.
Strong written and verbal communication skills and the ability to work professionally with executives, attorneys, dealers, property owners, vendors, and internal departments.
Ability to handle confidential and sensitive legal, financial, property, and business information with discretion and sound judgment.
Ability to independently manage deadlines, identify issues, and proactively follow up to ensure assignments and contractual obligations are completed on time.
Strong proficiency with Microsoft Office and the ability to learn and effectively manage multiple systems and databases.
Ability to understand, organize, summarize, and track contractual and lease terms, renewals, and other critical deadlines.
Notary Public commission, or ability to obtain and maintain a commission, required.
Minimum of 5 years of experience in contract administration, real estate administration, legal administration, paralegal support, or a related field.

Nice To Haves

Associate’s or bachelor’s degree in business administration, legal studies, real estate, paralegal studies, or a related field preferred.
Experience working with contracts, leases, legal documents, property transactions, or corporate records strongly preferred.
Experience in a corporate legal, real estate, petroleum, convenience store, retail, or dealer environment preferred.
Experience working with attorneys, title companies, property owners, or other legal and real estate professionals preferred.

Responsibilities

Process, maintain, and track dealer agreements, amendments, letter agreements, assignments, terminations, and other contractual documents; manage high-volume documentation and maintain accurate records.
Prepare documentation for property purchases and sales, coordinate signatures and closings, and support ground lease and tenant lease administration.
Maintain tracking systems for dealer contracts, leases, equipment leases, brand commitments, renewal options, expiration dates, assignments, and other contractual deadlines.
Manage UARs, contract abstracts, UCC filings, business searches, and other legal or corporate documents, coordinating with attorneys and internal departments.
Coordinate dealer assignments, terminations, new openings, and other dealer changes with Accounting, Trucking, Operations, and other departments.
Obtain and track dealer insurance certificates and maintain compliance records.
Maintain business and customer profiles, including account information, ownership and contact details, documentation, and other relevant records.
Perform credit checks and related credit evaluations on prospective customers and maintain credit documentation and records.
Coordinate and negotiate with property owners regarding lease options, renewals, terms, and conditions, and assist with vacant tenant spaces.
Coordinate dealer recognition programs, anniversary awards, Trueplayer Club events, dealer meetings, and other dealer-related activities.
Process Shell/BP cooperative reimbursement requests and administer dealer platforms and systems, including Shell Markethub, BP Connection, and Marathon My MPC Community.
Create and maintain comprehensive files for company-operated locations, dealer locations, ground leases, tenant properties, contracts, and other real estate and dealer records.
Provide Notary Public services for company-related documents as required.
Coordinate among dealers, corporate leadership, legal counsel, title companies, property owners, accounting, operations, trucking, and other stakeholders to complete transactions, documentation, and contractual obligations on time.
Support legal, dealer, real estate, and corporate projects and perform other duties as assigned.