Contract Administration Liaison

Hcdpbc; West Palm Beach (FL); On-site; USD 60,000 - 85,000; Full time

Job summary

Hcdpbc is seeking a Contract Administration Liaison to streamline contract intake, review, and execution across the Legal Department and internal business units. The role ensures timely processing, tracking, and renewal management while gathering information for drafting and compliance.

You will coordinate with paralegals, counsel, procurement, and leadership to maintain organized contract files, monitor expirations, and provide accurate status updates.

Responsibilities

• Serve as the primary contact between internal departments and the Legal Department for contract requests and workflow processes.
• Coordinate and oversee the intake and administration of contract requests, ensuring requests are complete and contain all required supporting documentation.
• Assist departments in preparing and submitting contract review requests by gathering pertinent information necessary for legal drafting and review.
• Coordinate with paralegals and legal counsel to facilitate efficient review, revision, and execution of agreements.
• Follow up with internal stakeholders to obtain missing information, approvals, signatures, insurance documents, exhibits, or related materials.
• Provide customer-service-oriented support to internal departments regarding contract procedures, timelines, and status updates.
• Develop and maintain collaborative relationships with internal stakeholders to support seamless business operations, facilitate effective communication, and minimize organizational risk.
• Monitor and track contracts throughout the review, approval, execution, renewal, and expiration lifecycle.
• Identify potential contractual issues early, assist in negotiating key terms and conditions at the onset.
• Ensure that all requests adhere to internal corporate policies and procedures, and risk, tolerances.
• Proactively notify internal departments and Legal staff of upcoming contract expirations, renewals, amendments, and project timelines.
• Maintain organized electronic and physical contract files in accordance with organizational policies and records retention requirements.
• Maintain contract tracking systems, databases, calendars, and reporting tools to ensure accurate contract status visibility.
• Generate reports, metrics, and status updates related to contract activity, turnaround times, renewals, and workflow management.
• Support process improvement initiatives related to contract administration, legal operations, and workflow management.
• Assist with special projects and other administrative or legal support functions as assigned by Legal Operations Director or General Counsel.

Job description

The Contract Administration Liaison serves as a key liaison between the Legal Department and internal business units to facilitate the efficient intake, coordination, tracking, and administration of contracts and legal requests. This position is responsible for overseeing the contract request workflow from initiation through execution, monitoring contract expirations and renewal timelines, coordinating with stakeholders regarding upcoming projects and agreements, and ensuring all necessary information is collected for legal review and drafting.

The Contract Administration Liaison works closely with internal departments, paralegals, legal counsel, procurement, and leadership to support timely contract processing, improve communication, and maintain organized contract management processes.

JOB FUNCTIONS

Key Responsibilities

Contract Intake & Coordination

• Serve as the primary point of contact between internal departments and the Legal Department regarding contract requests and legal workflow processes, translating complex legal and financial terms for internal teams and stakeholders.
• Coordinate and oversee the intake and administration of contract requests, ensuring requests are complete and contain all required supporting documentation and business terms.
• Assist departments in preparing and submitting contract review requests by gathering pertinent information necessary for legal drafting and review.

Contract Review & Stakeholder Support

• Coordinate with paralegals and legal counsel to facilitate efficient review, revision, and execution of agreements.
• Follow up with internal stakeholders to obtain missing information, approvals, signatures, insurance documents, exhibits, or related materials.
• Provide customer-service-oriented support to internal departments regarding contract procedures, timelines, and status updates.
• Develop and maintain collaborative relationships with internal stakeholders to support seamless business operations, facilitate effective communication, and minimize organizational risk.

Contract Administration & Compliance

• Monitor and track contracts throughout the review, approval, execution, renewal, and expiration lifecycle.
• Identify potential contractual issues early, assist in negotiating key terms and conditions at the onset.
• Ensure that all requests adhere to internal corporate policies and procedures, and risk, tolerances.
• Proactively notify internal departments and Legal staff of upcoming contract expirations, renewals, amendments, and project timelines.
• Maintain organized electronic and physical contract files in accordance with organizational policies and records retention requirements.

Contract Tracking & Reporting

• Maintain contract tracking systems, databases, calendars, and reporting tools to ensure accurate contract status visibility.
• Generate reports, metrics, and status updates related to contract activity, turnaround times, renewals, and workflow management.

Legal Operations & Process Improvement

• Support process improvement initiatives related to contract administration, legal operations, and workflow management.
• Assist with special projects and other administrative or legal support functions as assigned by Legal Operations Director or General Counsel.

Additional Responsibilities

The duties and responsibilities described above are intended to provide a general overview of the position and are not intended to be an exhaustive list of all assigned duties, responsibilities, or activities. Employees may be required to perform other job-related duties as assigned to support departmental operations, organizational objectives, regulatory requirements, or patient care needs. Duties, responsibilities, and activities may change at any time with or without notice.