Contracts Operations Coordinator

George Kaiser Family Foundation • Tulsa, OK

2d • 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 professionals working on new projects, opportunities, and challenges.

The Contracts Operations Coordinator serves as a primary resource for colleagues using GKFF’s Ironclad contract management platform. The role provides user support and guidance, coordinates onboarding and training, answers day-to-day contract process questions, and escalates complex matters to the appropriate director or manager. It also maintains accurate contract metadata and records, tracks required vendor documentation, supports accounting with contract-related questions, and helps develop and maintain training materials and job aids.

This is a full-time, in-person position based at the Tulsa Community Foundation offices in Tulsa, Oklahoma. A typical schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; hours may occasionally vary with advance notice, and some early starts, late evenings, or weekend hours may be required.

Requirements

• Associate’s degree.
• Proven experience in contract management and administrative support.
• Strong customer service skills and a patient, clear, plain-language communication style.
• Excellent organizational and time management skills, including the ability to prioritize multiple requests.
• Proficiency with technology skills 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 professionally verbally and in writing.

Nice To Haves

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

Responsibilities

• Respond to user questions about Ironclad workflows, forms, and processes, providing patient, clear guidance and following up to confirm issues are resolved.
• Identify trends in user questions and feedback to inform process improvements, training collateral, user confidence, and system adoption.
• Coordinate onboarding for new contracts-system users, including SSO setup requests, introductory training scheduling, and account provisioning alongside the Director.
• Serve as a 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, referring renewal and obligation review decisions to the Director.
• Review, verify, and maintain contract metadata and records, 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 on contract-related questions and complete ad hoc cleanup projects as 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, and maintain historical references in a structured process.
• Perform other duties as assigned.

Benefits

• Work/life flexibility.
• Comprehensive health benefits.
• Paid time off.
• Generous retirement contributions.
• Employer-paid medical, dental, and long-term disability coverage for full-time employees.
• Option to add vision coverage and dependent coverage.
• 401(k) employee and employer contributions.
• 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