Contracts Administrator

Marts&Lundy•Lyndhurst, NJ

7d•Remote

About The Position

The Contracts Administrator manages and coordinates all aspects of client contracting for the firm, ensuring a large portfolio of client agreements are executed accurately, efficiently, and in compliance with firm standards, client requirements, and applicable regulatory obligations. This role serves as a central steward of the contract lifecycle—from initial drafting through execution, renewal, and billing enablement—and plays a critical role in supporting timely client onboarding, financial integrity, and continuity of service. The Contracts Administrator drafts, reviews, and processes new contracts, amendments, extensions, and renewals; maintains complete and accurate contract records in Microsoft Dynamics CRM; prepares and submits required state filings and registrations; monitors contract status and renewal timelines; reviews and ensures compliance with client procurement requirements; and supports approved billing schedules. As the firm's sole Contracts Administrator and a key member of the Client Relations team, this role requires independent ownership of contract operations while working collaboratively with colleagues across the firm. This position works closely with Client Relations, Finance, consultants, clients, contract vendors, outside counsel, and state agencies to manage contract activity, track status and deadlines, resolve issues, mitigate risk, and support accurate invoicing and a positive client experience. The Contracts Administrator also provides backup support to the Client Relations team, helping ensure continuity of service, responsiveness, and communication.

Requirements

Bachelor’s degree or a minimum of five years of progressive administrative or contracts-related experience.
Demonstrated experience working with business or professional services contracts; paralegal certification or formal contract training is a plus.
Strong written and verbal communications skills, with the ability to work effectively with clients, vendors, and internal stakeholders.
Exceptional attention to detail and commitment to producing accurate, complete, and error-free work.
Sound judgment and ability to apply established processes and procedures, identify exceptions and potential risks proactively, escalate issues appropriately, and recommend process improvements when warranted.
Demonstrated ability to work independently, prioritize competing demands, manage a high-volume workload, and take ownership of responsibilities while meeting deadlines in a fast-paced environment, adapting to changing business needs, and providing flexibility during peak workload periods when necessary.
Advanced proficiency in Microsoft Word and Adobe Acrobat, including document formatting, editing, version control, and preparation of client-facing contract documents.
Proficiency with Microsoft Teams and experience with Microsoft Dynamics CRM or comparable systems to manage records and workflows.

Nice To Haves

Paralegal certification or formal contract training is a plus.

Responsibilities

Draft, review, track, and process contracts using established firm templates, including new agreements, extensions, addenda, and renewals.
Review and negotiate client-provided contracts and procurement documents for alignment with firm standards; identify and escalate issues as appropriate.
Communicate with clients and firm members to gather required information and ensure timely contract execution.
Monitor contract execution progress and proactively follow up on outstanding items.
Submit contracts to state agencies as required and track state-mandated waiting periods.
Collaborate with outside counsel to maintain ongoing state registration and compliance requirements.
Coordinate required supporting documentation, including certificates of insurance, vendor registrations, and state submissions.
Monitor state filing requirements and renewal timelines to support compliance and uninterrupted operations.
Maintain accurate, complete, and up-to-date contract and invoicing data in Microsoft Dynamics CRM PSA and SalesHub in alignment with approved billing structures.
Prepare and provide monthly and ad hoc contract status reports.
Support timely and accurate invoicing through effective contract tracking and data management.
Deliver consistently high-quality, responsive service to internal stakeholders and external partners.
Serve as a point of contact and liaison among firm team members, clients, attorneys, vendors, and state offices regarding contract matters.
Collaborate with and provide backup support to the Client Relations team to ensure continuity of service, responsiveness, and communications.
Perform other related duties as assigned.