Contract Administration Assistant

Bayside Solutions; California; On-site; USD 65,000 - 90,000; Full time

Job summary

Bayside Solutions, Redwood City, CA, is seeking a temporary Contracts Administrator to support contract administration, lifecycle management, and daily contracting operations. The role focuses on owning process details, cross-functional collaboration, and maintaining a high-volume queue with accuracy.

The ideal candidate has 2+ years in contract administration or similar roles, with experience in intake, templates, approvals, e-signatures, and CMS usage.

Qualifications

• Associate or bachelor’s degree or equivalent relevant experience; paralegal training or contract management coursework considered.
• 2+ years of experience in contract administration, legal operations, procurement operations, paralegal support, or related corporate contracting environment.
• Hands-on experience supporting the contract lifecycle: intake, template generation, approvals, electronic signature, tracking, and repository management.
• Experience using a CMS, contract repository, matter management, procurement, or similar workflow system; ability to learn new systems quickly.
• Working knowledge of NDAs, MSAs, statements of work, amendments, and vendor or consulting agreements.
• High degree of accuracy and attention to detail; ability to perform document and data quality-control checks.
• Ability to manage a high-volume queue, prioritize deadlines, and follow through with minimal supervision.
• Strong written and verbal communication skills and professional, service-oriented approach with internal stakeholders.
• Proficiency with Word and Excel including tracked changes and basic reporting.

Responsibilities

• Review incoming contract requests for completeness and route per intake/approval processes.
• Triage and assign requests to attorneys and contract managers based on type and priority.
• Prepare routine agreements using approved templates (NDAs, SOWs, amendments) and escalate non-standard requests.
• Coordinate approvals and contract execution activities, including DocuSign and signer validation.
• Maintain contract records, metadata, and versions in CMS and contract repository.
• Track status, aging, renewals, and expirations; follow up with stakeholders to progress agreements.
• Perform quality-control checks on entity names, dates, attachments, and final versions.
• Prepare recurring and ad hoc reports on contract volume, cycle time, and data quality.
• Support amendments, renewals, terminations, and repository maintenance; ensure audit-ready records.
• Provide day-to-day support to business users and Legal team on intake, templates, signatures, and CLM usage.
• Assist with data cleanup, metadata validation, organization, bulk uploads, and migrations.
• Partner with Legal Operations to document procedures and train users.
• Handle confidential information with sound judgment and in line with policies.
• Contribute to special projects and evolving contract or legal operations work.

Skills

Contract administration

CLM/CMS experience

Documentation quality control

Stakeholder communication

High-volume queue management

Education

Associate or bachelor’s degree

Paralegal training/contract management coursework

Tools

CMS/Contract repository

DocuSign

Conga

Ironclad

Icertis

Sirion

Agiloft

LinkSquares

Microsoft Word

Microsoft Excel

Job description

Location:

Redwood City, CA - Onsite Role

Job Summary:

The Legal Department is seeking a temporary Contracts Administrator to provide hands-on support for contract administration, contract lifecycle management, and day-to-day contracting operations. This role is well suited for a contracts or legal operations professional who enjoys owning process details, working across functions, and keeping a high-volume contract queue moving accurately and efficiently.

Duties and Responsibilities:

• Review incoming contract requests for completeness, confirm required business information and supporting documents, and route requests in accordance with established intake and approval processes.
• Triage and assign contract requests to attorneys and contract managers based on agreement type, business area, priority, and defined workflow rules.
• Prepare routine agreements using approved templates and standard forms, including NDAs, statements of work, amendments, and other low-complexity agreements, and **escalate** non-standard requests for legal review.
• Coordinate internal approvals and contract execution activities, including DocuSign envelope preparation, signer validation, signature collection, and confirmation of fully executed agreements.
• Maintain complete and accurate contract records, metadata, versions, and supporting documentation in the Contract Management system (CMS) and contract repository.
• Track contract status, aging, key dates, renewals, and expirations; proactively follow up with business stakeholders and Legal team members to keep agreements progressing.
• Perform quality-control checks to confirm correct legal entity names, dates, attachments, signature blocks, approval records, and final document versions before activation and filing.
• Prepare recurring and ad hoc reports on contract volume, cycle time, queue aging, renewals, and other operational metrics; identify missing or inconsistent data.
• Support amendments, renewals, terminations, contract closeout, and ongoing repository maintenance, including linking related agreements and preserving an audit-ready record.
• Provide responsive day-to-day support to business users and Legal team members regarding contract intake, status, templates, signature processes, and CLM system usage.
• Assist with contract data cleanup, metadata validation, document organization, bulk uploads, and migration or implementation projects.
• Partner with Legal Operations and cross-functional teams to document procedures, improve workflows, maintain templates and guidance, and support user training.
• Handle confidential and sensitive information with sound judgment and in accordance with company policies and records-retention requirements.
• Contribute to special projects and other contract or legal operations activities as business needs evolve.

Requirements and Qualifications:

• Associate or bachelor's degree or equivalent relevant experience, paralegal training, or contract management coursework will be considered.
• 2+ years of experience in contract administration, legal operations, procurement operations, paralegal support, or a related corporate contracting environment.
• Hands-on experience supporting the contract lifecycle, including intake, template generation, approvals, electronic signature, tracking, and repository management.
• Experience using a CMS, contract repository, matter management, procurement, or similar workflow system; ability to learn new systems quickly.
• Working knowledge of common commercial contract documents and terminology, such as NDAs, master services agreements, statements of work, amendments, and consulting or vendor agreements.
• High degree of accuracy and attention to detail, with the ability to perform document and data quality-control checks.
• Ability to manage a high-volume queue, prioritize competing deadlines, and follow through with minimal supervision.
• Strong written and verbal communication skills and a professional, service-oriented approach when working with internal stakeholders.
• Proficiency with Microsoft Word, including document formatting and tracked changes, and Microsoft Excel, including sorting, filtering, and basic reporting.
• Ability to handle confidential information and exercise sound judgment.

Preferred Qualifications:

• Paralegal certificate, Certified Commercial Contracts Manager (CCCM) coursework/certification, or related legal operations training.
• Experience in the biotechnology, pharmaceutical, healthcare, or life sciences industry, including familiarity with regulated or audit-sensitive environments.
• Experience supporting agreements commonly used in life sciences, such as clinical, research, consulting, vendor/supplier, confidentiality, or professional services agreements.
• Experience with DocuSign and a CLM platform such as Conga, Ironclad, Icertis, Sirion, Agiloft, LinkSquares, or a comparable system.
• Experience with contract reporting, dashboards, data cleanup, migrations, system testing, or process documentation.

Desired Skills and Experience

Contract administration, contract lifecycle management (CLM/CMS), legal operations, contract intake and triage, agreement preparation (NDAs, MSAs, SOWs, amendments, clinical/research/vendor agreements), approval workflows, DocuSign and electronic signatures, contract tracking and renewals, repository and records management, document quality control, metadata validation, reporting and dashboards, data cleanup and migration, system testing, process documentation and improvement, user training and support, Microsoft Word and tracked changes, Excel, deadline prioritization, stakeholder communication, confidentiality, audit readiness, life sciences contracting, paralegal/CCCM training, Conga, Ironclad, Icertis, Sirion, Agiloft, LinkSquares

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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