Contracts Analyst

Five Keys Schools and Programs • Oakland, CA

6d • $42 - $45

About The Position

The Contracts Analyst reports to the Chief Financial Officer and coordinates and oversees administration of Five Keys’ vendor contracts and real estate leases. The role supports the full contract lifecycle, including development, review, execution, renewal, compliance, and recordkeeping. It evaluates contractual terms and obligations, monitors deadlines, identifies risks, and ensures administration aligns with organizational policies, budgets, regulations, and operational needs. The analyst works with vendors, landlords, property managers, internal departments, legal counsel, and other stakeholders, and provides reports and recommendations to support management decisions.

The position is suited to a detail-oriented, analytical, and organized professional with contract administration and stakeholder coordination skills. The successful candidate exercises sound judgment, communicates and solves problems effectively, manages competing priorities accurately and confidentially, and works positively with employees at all organizational levels and from diverse backgrounds.

The role is based in an office; hybrid or remote work may be considered. The work environment may vary by site and may involve moderate to high noise levels and some personal safety risk when working in underserved communities. Occasional travel to organizational facilities or meetings may be required. A satisfactory Live Scan criminal background investigation is required. Professional development opportunities may include conferences, staff development training, and coaching plans.

Requirements

• Bachelor’s degree in business administration, finance, accounting, real estate, legal studies, public administration, or a related field.
• Three or more years of experience in contract administration, procurement, real estate lease administration, legal operations, or a related area.
• Experience reviewing contracts and identifying key financial, operational, and compliance provisions.
• Demonstrated ability to manage multiple agreements, deadlines, and stakeholders accurately.
• Knowledge of contract administration practices in nonprofit, educational, public-sector, or multi-site organizations.
• Knowledge of commercial real estate lease administration, including lease terms, renewals, financial obligations, and compliance requirements.
• Familiarity with procurement requirements, grant-funded contracts, and public funding environments.
• Proficiency with contract lifecycle management, procurement, accounting, or ERP systems, including maintaining accurate records and tracking obligations.
• Strong analytical and reporting skills, including the ability to prepare contract summaries, lease abstracts, compliance reports, and management dashboards.
• Working knowledge of lease accounting principles, including ASC 842 and implications for financial reporting and compliance.
• Exceptional attention to detail, accuracy, completeness, and follow-through on contractual obligations.
• Sound judgment and risk awareness, including the ability to identify contractual issues, assess implications, and recommend solutions.
• Strong analytical and critical-thinking skills to interpret contract terms and assess financial, legal, and operational implications.
• Strong organizational and time-management skills, including prioritizing competing responsibilities, tracking deadlines, and managing multiple contracts.
• Strong written and verbal communication and negotiation skills.
• Strong interpersonal and cross-functional collaboration skills with internal departments, vendors, landlords, and external partners.
• Discretion and professionalism in handling confidential contractual, financial, and organizational information.
• Commitment to integrity, transparency, accountability, ethical standards, and established policies.
• Strong proficiency in Microsoft Excel, Word, Outlook, and electronic document-management systems.
• Must wear provided PPE and follow safety guidelines and requirements when needed.
• Satisfactory result of a Live Scan criminal background investigation.

Responsibilities

• Coordinate and manage the vendor contract lifecycle, including requests, reviews, approvals, execution, renewals, amendments, and terminations.
• Review vendor agreements for financial, operational, and compliance terms, including pricing, payment terms, renewal conditions, insurance, indemnification, termination rights, and service-level expectations.
• Coordinate contract reviews with Finance, Legal, Procurement, Information Technology, Human Resources, program leadership, and other departments.
• Verify proposed contract costs against approved budgets and available funding, and confirm approvals, supporting documents, insurance certificates, and vendor compliance records are complete before submission for execution.
• Monitor vendor performance and compliance, coordinating responses to performance concerns, service deficiencies, and corrective actions.
• Support contract negotiations by documenting proposed revisions and tracking agreed changes through final approval.
• Identify unfavorable, inconsistent, or high-risk contractual concerns and escalate them for management or legal review.
• Maintain approved contract templates, standardized review procedures, and related administrative resources.
• Maintain accurate records of facility leases, subleases, amendments, licenses, and related real estate agreements.
• Track lease dates, renewal and termination options, rent adjustments, deposits, operating expenses, insurance obligations, maintenance responsibilities, and notice periods.
• Review rent invoices and other occupancy charges for consistency with lease terms and identify discrepancies.
• Prepare lease summaries and abstracts of key financial terms, obligations, responsibilities, critical dates, and risks.
• Coordinate lease administration with landlords, property managers, Facilities, Finance, Legal, and program leadership.
• Support lease renewals, amendments, new-site negotiations, relocations, and facility closures.
• Maintain schedules of future lease commitments and provide documentation for budgeting, financial reporting, and audits.
• Track future lease commitments, rent increases, and occupancy-related obligations to support budgeting, financial planning, and audit preparation.
• Assist Finance with information for lease accounting and financial statement reporting.
• Maintain a centralized contract and lease management system and tracking mechanisms for expirations, renewals, payment adjustments, insurance requirements, notice periods, and other deadlines.
• Prepare reports and dashboards on contract status, renewals, lease obligations, financial commitments, compliance concerns, risks, and recommended actions.
• Ensure executed agreements, amendments, approvals, correspondence, and supporting documents are complete, organized, and accessible.
• Support audits, monitoring reviews, grant compliance activities, and requests for contractual documentation.
• Assist in developing and improving contract administration policies, procedures, workflows, and internal controls.
• Recommend improvements to procedures, workflows, tracking systems, and internal controls.
• Perform other related duties and special projects as assigned.

Benefits

• Affordable medical, dental, and vision insurance.
• Generous paid time off.
• Pre-tax flexible spending accounts.
• 403(b) retirement plan.
• Annual reimbursements of up to $100 for gym memberships, smoking cessation programs, and weight loss programs.
• Up to $50 per year for athletic event participation and massages.
• Company-paid access to a wellness app, wellness coaches, and an Employee Assistance Program for employees and their dependents.
• Ongoing professional development opportunities, including conferences, staff development training, and coaching plans.

What This Job Offers

• Job Type: Part-time