Admin Coordinator

Diverse Marketing; Dallas (TX); On-site; USD 42,000 - 66,000; Full time

Job summary

Diverse Marketing and Diverse Brands are seeking a highly organized Contracts & Administrative Coordinator to support contract administration, document management, and business operations across our companies.

The role handles the administrative lifecycle of contracts from drafting and sending for signature to tracking dates and maintaining centralized records. Paralegal or legal administration experience is valuable, and handling confidential information is a must.

Qualifications

• Experience in paralegal work, legal administration, contract administration, or similar detail‑oriented roles preferred.
• Strong organizational skills and exceptional attention to detail.
• Experience with contracts, agreements, or other formal business documentation.
• Ability to manage multiple deadlines, documents, and follow-ups simultaneously.
• Strong written and verbal communication skills.
• Comfortable communicating professionally with internal teams, vendors, brands, attorneys, and other partners.
• High level of discretion when handling confidential information.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and digital document management.
• Ability to work independently, prioritize responsibilities, and proactively follow up on outstanding items.
• Strong sense of ownership and follow-through.

Responsibilities

• Prepare and distribute contracts, agreements, amendments, and other business documents for review and signature.
• Coordinate electronic signature processes and ensure agreements are completed by all necessary parties.
• Track outstanding contracts and proactively follow up on documents awaiting signature or information.
• Maintain a centralized and organized system for all company contracts and agreements.
• Ensure fully executed agreements are properly saved, named, categorized, and easily accessible.
• Maintain contract trackers including effective dates, expiration dates, renewal periods, termination provisions, and deadlines.
• Monitor upcoming contract dates and alert team members when action is needed.
• Assist with preparing standard agreements and contract templates as directed.
• Review documents for completeness, required information, signatures, and supporting documentation.
• Retrieve agreements and relevant contract information for leadership and internal teams as needed.
• Coordinate with outside legal counsel when directed by leadership.
• Maintain organized digital files and records across Diverse Marketing and Diverse Brands.
• Develop and maintain consistent naming, filing, and documentation processes.
• Organize confidential corporate documents and sensitive business information.
• Maintain current versions of commonly used agreements, forms, and templates.
• Assist with record retention and general document management.
• Help transition historical contracts and documents into an organized system.

Skills

Organizational skills

Attention to detail

Communication skills

Discretion with confidential info

Independent work

Ownership & follow-through

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Job description

Diverse Marketing and Diverse Brands are seeking a highly organized, detail-oriented Contracts & Administrative Coordinator to support contract administration, document management, and general business operations across our companies.

This role will be responsible for helping manage the administrative lifecycle of company contracts. From preparing and sending agreements for signature to tracking outstanding documents, maintaining organized records, and monitoring important contract dates and information.

The ideal candidate is someone who thrives in a detail-oriented environment and is comfortable working with contracts, confidential business information, deadlines, and documentation. A background in paralegal work, legal administration, contract administration, or a similar field would be especially valuable.

This is not a legal counsel position and does not involve providing legal advice.

Key Responsibilities

Contract Administration:

• Prepare and distribute contracts, agreements, amendments, and other business documents for review and signature
• Coordinate electronic signature processes and ensure agreements are completed by all necessary parties
• Track outstanding contracts and proactively follow up on documents awaiting signature or information
• Maintain a centralized and organized system for all company contracts and agreements
• Ensure fully executed agreements are properly saved, named, categorized, and easily accessible
• Maintain contract trackers including effective dates, expiration dates, renewal periods, termination provisions, and other important deadlines
• Monitor upcoming contract dates and alert appropriate team members when action may be required
• Assist with preparing standard agreements and contract templates as directed
• Review documents for completeness, required information, signatures, and supporting documentation
• Retrieve agreements and relevant contract information for leadership and internal teams as needed
• Coordinate with outside legal counsel when directed by leadership

Document & Records Management:

• Maintain organized digital files and business records across Diverse Marketing and Diverse Brands
• Develop and maintain consistent naming, filing, and documentation processes
• Organize confidential corporate documents and sensitive business information
• Maintain current versions of commonly used agreements, forms, and templates
• Assist with record retention and general document management
• Help transition historical contracts and documents into an organized, centralized system as needed

Business & Administrative Support:

• Assist leadership with administrative projects and business documentation as needed
• Prepare documents, spreadsheets, trackers, and other materials
• Coordinate information and documentation between internal teams, vendors, brands, and outside partners
• Help maintain company records and other administrative information
• Provide occasional administrative support to the CEO and leadership team
• Assist with special projects and additional administrative responsibilities as needed

Qualifications:

• Previous experience in paralegal work, legal administration, contract administration, business administration, or a similar detail-oriented role preferred
• Strong organizational skills and exceptional attention to detail
• Experience working with contracts, agreements, or other formal business documentation
• Ability to manage multiple deadlines, documents, and follow-ups simultaneously
• Strong written and verbal communication skills
• Comfortable communicating professionally with internal teams, vendors, brands, attorneys, and other business partners
• High level of discretion when handling confidential information
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and digital document management
• Ability to work independently, prioritize responsibilities, and proactively follow up on outstanding items
• Strong sense of ownership and follow-through