Sr. Contracts Administrator

Vector Security and Vector Security Networks Career•Gainesville, VA

11d•Onsite

About The Position

Vector Security is seeking a Senior Contracts Administrator to support the full lifecycle of customer contracts. This role involves drafting, reviewing, and negotiating contracts using approved templates and guidelines, coordinating internal approvals, and managing contract execution. The position also includes tracking renewals and pricing updates, maintaining accurate records, and escalating legal terms and negotiations to the Legal department. The company emphasizes a culture of thinking big, doing the right thing, and making a difference.

Requirements

College Degree or High School Diploma and equivalent experience in a related field
2-3 years of relevant contracts or business operations experience
Advanced customer service/account management and/or sales/business administration skills
Excellent time management, prioritization, and organizational skills
Solid understanding of industry & product/service offerings
Must be able to communicate and work effectively with individuals on multiple teams, gathering data and providing timely updates across the division.
Must be able to effectively manage large amounts of data and multiple projects. Meeting all deadlines is critical to the success of this position.
Ability to independently assess when to escalate to management; demonstrates initiative and sound judgment in a fast-paced environment.
Be proactive in getting involved with the dynamics of each account.
Strong Computer/Software Proficiency and MS Office skills
Must be able to maintain both company and client confidential information.

Nice To Haves

Experience with contract systems
Strong knowledge of the industry and VSN’s products and services

Responsibilities

Draft standard contracts using approved legal templates.
Draft and submit amendments and non-standard contracts for Legal review, engaging Business Unit review of scope, services, pricing, operational requirements, and customer-specific business terms.
Participate in internal and external customer calls during contract drafting and negotiation to support business intake, scope confirmation, pricing, operational details, and documentation status.
Work with Business Units to align customer requirements with VSN offerings, assist with renewal efforts, and ensure accurate documentation of agreed business terms.
Clarify, simplify, and enhance the contractual experience with the customer by ensuring all services, pricing, operational terms, customer intent, and required documentation are captured prior to offering new services.
Escalate legal questions or requested changes to legal terms to Legal.
Maintain Contract Summaries and M-Files records.
Generate reports on contract status, expirations, renewal activity, pricing updates, and compliance metrics.
Work cross-departmentally to support contractual and renewal price adjustments, ensuring alignment and accuracy in pricing updates across accounts.
Process Certificate of Insurance (COI) requests from Customers, ensuring COIs meet contractual obligations and maintaining the Vector Security Networks COI database.
Escalate insurance coverage or legal obligation questions to Risk Management or Legal.
Perform business-related research related to customer contract terms and escalate legal interpretation of contract terms to Legal.
Maintain contract records, both physical and electronic.
Participate in meetings and provide regular communication updates regarding business process compliance priorities, changes to policy & procedure, and other pertinent issues tied to the timely processing and execution of customer contracts.
Submit updates to contract procedural manuals in accordance with VSN Business and Legal process objectives.
Work with the Contracts Manager to develop and maintain business administration controls for contractual documents.
Assist with tracking and maintaining data security documentation requirements at the direction of Legal.
Execute the “Termination for Failure to Pay” process to ensure timely termination of defaulted accounts.
Manage the Customer Cancellation process with other departments.
Assist with recur billing audits to ensure alignment with Sales Contract compliance of business terms & pricing.
Lead VSN initiatives related to contract renewals and automatic increases in fees to customers, as directed.
Provide ad-hoc reporting.
Provide back-up support for others in the department as needed.
Provide additional training to other groups on the basics of Contracts Administration, its processes, and policies.