Contracts Administrator

Colonial Group; Lake Forest (IL); On-site; USD 52,000 - 76,000; Full time

Job summary

Colonial Group is seeking a Contracts Administrator to support the Commercial Legal Department by reviewing, coordinating, and administering commercial contracts and related documentation. The role serves as a liaison between Legal and internal business partners to ensure contracts are processed efficiently and in line with company policies.

Responsibilities include drafting and revising NDAs and sales contracts, tracking deadlines, maintaining contract records, and providing high-level

Qualifications

• Minimum 3 years of experience in legal operations or contract administration.
• Experience with contract management systems and document management systems preferred.
• Advanced proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).

Responsibilities

• Review, draft, and revise commercial agreements using approved templates and procedures.
• Coordinate contract review and approval with stakeholders and supervising attorneys.
• Track contract status and deadlines; manage communications with internal and external parties.
• Maintain contracts in the contract management system and ensure retention compliance.
• Provide administrative support to the Commercial Legal Team and coordinate travel and expenses.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Customer service

Team collaboration

Problem solving

Education

Associate/Bachelor's degree preferred

Tools

Microsoft Office

Job description

The Contracts Administrator plays a critical role in supporting the Commercial Legal Department by managing the review, coordination, tracking, and administration of commercial contracts and legal documentation. This position serves as a key liaison between Legal and internal business partners, ensuring contracts are processed efficiently, accurately, and in accordance with company policies and established legal procedures. In addition to contracts administration responsibilities, the Contracts Administrator provides high-level administrative and project support, manages sensitive and confidential information, and contributes to the overall efficiency and effectiveness of the Legal Department's operations.

Principle Accountabilities

• Review, draft and revise commercial agreements, including non-disclosure agreements (NDAs), sales agreements, requests for proposals (RFPs), and other routine commercial contracts, using approved templates, contract guidelines, and established legal department procedures. Identify deviations from approved standards and elevate issues to supervising attorneys as appropriate.
• Collaborate with internal stakeholders, including the Deputy General Counsel, Senior Counsel, Risk Management, Quality, Sales, and other business teams, to prepare, revise, and route contracts for review and approval.
• Prepare and manage written communications with internal stakeholders regarding requests for legal review, contract status, and related matters.
• Explain legal review processes and procedures to internal stakeholders and assist in gathering the information necessary for efficient attorney review.
• Coordinate the contract review and execution process by tracking agreements, following up with internal and external parties, and facilitating timely completion of contract-related tasks.
• Maintain contracts and supporting documentation within the Company's contract management system in accordance with company policies, procedures, and legal retention requirements.
• Maintain an organized contract database and track critical dates, including renewals, notice periods, expirations, and other contractual deadlines. Notify attorneys and business stakeholders of upcoming action items as appropriate.
• Assist with the maintenance, updating, and standardization of contract templates and legal forms to promote consistency and efficiency.
• Provide administrative support to the Commercial Legal Team, including handling incoming correspondence, scheduling meetings and training sessions, and performing other administrative duties as assigned.
• Coordinate domestic and international business travel arrangements and facilitate attorney expense reporting and reimbursement activities.
• Establish and maintain effective working relationships with internal and external stakeholders while providing a high level of customer service.
• Serve as liaison with Information Technology (IT) Support regarding computers, telecommunications equipment, software, and related technology needs.
• Administer records retention, document storage, and destruction processes in accordance with company policies and legal requirements.
• Perform a broad range of administrative, operational, and project-support activities involving confidential and sensitive information.
• Follow company policies and procedures, share best practices with team members, and identify opportunities to improve operational efficiency and customer service.
• Support PCA's Commitment to Service by delivering high-quality support, focusing on value-added solutions, supporting business growth, and consistently fulfilling commitments to internal and external customers.

Position Requirements

• High school diploma or equivalent required; associate's degree, bachelor's degree, paralegal certificate, or professional administrative training preferred.
• A minimum of three (3) years of experience in legal operations, contract administration, paralegal support, or legal department support required, including experience reviewing, processing, and coordinating commercial agreements and contract-related documentation
• Experience working with contract management systems, document management systems, or comparable business applications preferred.
• Advanced proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and requests simultaneously.
• Ability to work effectively in a fast-paced environment while maintaining accuracy and attention to detail.
• Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with employees at all levels of the organization.
• Strong problem-solving skills and the ability to exercise sound judgment when handling sensitive or confidential information.
• Demonstrated ability to work collaboratively as a member of a team and foster open communication and information sharing.
• Ability to learn and apply company policies, procedures, and legal department processes.
• Ability to work overtime as necessary to meet business needs.