Contracts Operations Coordinator

George Kaiser Family Foundation • Tulsa, OK

1d • Onsite

About The Position

George Kaiser Family Foundation (GKFF®) is a Tulsa-based charitable organization dedicated to providing equal opportunities for young children in Tulsa through support for early childhood education, community health, social services, and civic enhancement. Its investment team manages a globally diversified investment portfolio of more than $5 billion. GKFF describes its culture as entrepreneurial, with a talented team taking on new projects, opportunities, and challenges.

The Contracts Operations Coordinator is the go-to resource for colleagues using the Ironclad contract management platform. The coordinator helps program teams get started, find answers, and move contracts forward, using sound judgment about when to escalate questions to the Director, Business Operations. This is a full-time, in-person position based at the Tulsa Community Foundation offices at 7030 S. Yale Ave., Ste 600, Tulsa, OK 74136. Typical hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.; the schedule may occasionally vary with advance notice for programming and events, and may require early starts, late evenings, or weekend hours.

GKFF offers work/life flexibility, comprehensive health benefits, paid time off, and retirement contributions. Full-time employees receive employer-paid medical, dental, and long-term disability coverage, with the option to add vision coverage and dependent coverage. The organization also offers employee and employer 401(k) contributions, paid time off and holidays, and employer-paid AD&D life insurance, with an option to add supplemental life insurance.

Requirements

• Associate’s degree required.
• Proven experience in contract management and administrative support.
• Strong customer service skills, with a patient, clear, plain-language communication style.
• Excellent organizational and time management skills, including the ability to prioritize multiple requests.
• Proficiency with technology such as Microsoft 365, ASANA, and Slack.
• Ability to analyze complex information and make informed decisions.
• Ability to collaborate with team members to accomplish objectives.
• Attention to detail and commitment to accuracy in contract data and records.
• Ability to sit in front of a computer monitor for multiple hours at a time.
• Ability to lift up to 25 lbs.
• Ability to communicate verbally and in writing in a professional manner.

Nice To Haves

• Bachelor’s degree preferred.
• Experience using a contract management platform such as Ironclad.

Responsibilities

• Respond to user questions about Ironclad workflows, forms, and processes, providing patient, clear guidance to program teams.
• Ask questions to understand users’ needs, follow up to confirm issues are resolved, and escalate configuration concerns to the Contracts Manager as appropriate.
• Identify trends in user questions and feedback to inform process improvements and training materials, supporting user confidence and system adoption.
• Coordinate new-user onboarding for the contracts system, including SSO setup requests, introductory training scheduling, and account provisioning alongside the Director.
• Serve as the point of contact for day-to-day contract process questions, including workflow selection, insurance requirements, signer updates, and intake form routing; escalate complex issues to the Director.
• Look up and proactively communicate contract status to requesters, and refer renewal and obligation review decisions to the Director.
• Review, verify, and maintain contract metadata, including archiving executed and historical contracts, validating contract details, creating vendor entities, and linking contract families.
• Track and process W9 and certificate of insurance (COI) or exemption documentation, partnering with program teams to resolve missing or incorrect filings.
• Support accounting with contract-related questions and complete ad hoc cleanup projects assigned by the Director.
• Recommend and help develop supplemental training materials addressing frequently asked user questions.
• Update quick-reference guides, screenshots, and job aids for clarity and consistency, maintaining historical references in a structured process.
• Perform other duties as assigned.

Benefits

• Work/life flexibility.
• Employer-paid medical, dental, and long-term disability coverage for full-time employees; option to add vision and dependent coverage.
• Employee and employer 401(k) contributions.
• Paid time off.
• Paid holidays.
• Employer-paid AD&D life insurance, with the option to add supplemental life insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree