Contracts Specialist

W.O. Grubb Crane Rental; Richmond (VA); On-site; USD 70,000 - 100,000; Full time

Job summary

W. O. Grubb Crane Rental seeks a Contracts Specialist to prepare, analyze, negotiate, and revise contracts for services and equipment.

The role involves reviewing customer contract forms, negotiating terms, and ensuring timely execution under project schedules. Direct supervision by the Contracts Manager. The successful candidate will have experience in contract administration, strong communication skills, and the ability to work under time pressure while coordinating with sales and billing

Qualifications

• Must have associate or bachelor’s degree.
• Must have at least 5 years of contract administration experience.
• Contract negotiation experience required.
• Proficiency with Word, Excel, and Adobe Acrobat writer.
• Strong written and oral communication skills.
• Ability to prepare and maintain accurate records.
• Ability to pass a drug test and background check.

Responsibilities

• Primary responsibility is review and negotiation of contracts and related documents.
• Protect company interests during negotiations and communicate terms to sales/customers.
• Analyze and mitigate risk in contracts and related documents.
• Prioritize changing priorities and handle multiple negotiations.
• Ensure contracts are signed in a timely fashion by customers and suppliers.
• Develop relationships with repeat customers to facilitate future negotiations.
• Work under time pressure and maintain project timelines.
• Support proposal planning and administration of contracts.
• Track authorizations, correspondence, and maintain audit files.
• Prepare and disseminate contract status information to relevant staff.
• Ensure contract execution complies with company policy.
• Collaborate with executives and sales on contract issues for projects.
• Assist billing and collections where contract terms impact payments.

Skills

Computers proficiency

Oral and written communication

Contract negotiation

Record keeping

Drug test/background check compliance

Education

Associate or Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Adobe Acrobat

Job description

A Contracts Specialist is responsible for preparing, analyzing, negotiating, and revising contracts that involve the purchase or sale of services and/or equipment. Many of our customers expect us to sign their contract forms, which require careful review and editing to protect our interests. Some of these edits will require negotiation with the customer to resolve. Other customers make edits to our standard contracts, which require careful review. Often these documents are being handled with time pressure to keep up with the project schedule. The Contracts Specialist usually works under direct supervision with the Contracts Manager and expected to work as necessary to perform his/her required duties.

Responsibilities and Capabilities:

A Contracts Specialist is responsible for preparing, analyzing, negotiating, and revising contracts that involve the purchase or sale of services and/or equipment. Many of our customers expect us to sign their contract forms, which require careful review and editing to protect our interests. Some of these edits will require negotiation with the customer to resolve. Other customers make edits to our standard contracts, which require careful review. Often these documents are being handled with time pressure to keep up with the project schedule. The Contracts Specialist usually works under direct supervision with the Contracts Manager and expected to work as necessary to perform his/her required duties.

Responsibilities and Capabilities:

• Primary responsibility is the review and negotiation of contracts and contract-related documentation.
• Protect company interests and effectively communicate the same to the sales team and/or customers during negotiations over contract terms.
• Analyze and mitigate risk in contracts and contract-related documents.
• Ability to prioritize changing priorities and handle multiple contract negotiations at a time
• Ability to achieve company contract objectives while getting contracts signed in a timely fashion by customers and suppliers
• Develop relationships with repeat customers to facilitate future contract negotiations
• Confident, self starter who is able to work cooperatively with customers and company employees at all levels of the organization
• Work is often under time pressure, sometimes requiring the same day turnaround.
• Support proposal planning and administration of contracts
• Track authorizations and correspondence.
• Maintain detailed and organized files, and reports / metrics regarding the same.
• Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules.
• Prepare and disseminate information to appropriate employees regarding contract status.
• Prepares and manages lien waivers.
• Ensure contract execution in accordance with company policy.
• Work closely with Executive Management and Contracts Manager on issues and projects.
• Work closely with salespeople on contract documents related to specific projects.
• Assist and support billing and collections departments insofar as contract terms impact billing and collections.
• Position will be customer-facing, and good interpersonal skills will be essential.
• Escalate problems to attention in a timely fashion.
• Execute various special assignments related to contact portfolio, on an ad hoc basis.
• Occasional travel to a branch office or customer location when necessary to effectively perform other job functions.
• Other duties as assigned.

Knowledge, Skills, and Experience

Essential:

• Skill in using computers and standard software applications.
• Must be proficient with Microsoft Word, Excel, and Adobe Acrobat writer.
• Must have proficient oral and written communication skills.
• Contract negotiation experience
• Prepare and maintain accurate records.
• Possess an associate or bachelor’s degree.
• Must have at least 5 years of contract administration experience, including responsibility for final approval of contract terms.
• Must be able to pass a drug test, background check, and fit for duty test.

Desired:

• Prefer candidates with a Juris Doctor degree.
• Knowledge of industrial services or equipment rental contract administration.
• Experience working for or negotiating with large General Contractors.
• Experience working in multiple states with different legislation and contract requirements.