Contracts Specialist

VESTA CORPORATION; Weatogue (CT); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, dental & vision insurance

401(K) matching

Paid time off

Tuition Reimbursement

PetPlan Pet Insurance

Employee Assistance Program

Disability Insurance

Job summary

Vesta Corporation, a premier property management company based in Weatogue, CT, seeks a Contracts Specialist to join the Risk Management team. The role focuses on managing corporate and property vendor contracts, inspections, licenses, and amendments to align with company policies.

The position requires collaboration across departments and a strong eye for detail, with a background in contracts and insurance-related knowledge advantageous. Competitive benefits are offered.

Qualifications

• A bachelor’s degree is required and 1–2 years of experience.
• Successful completion of a background check and drug screening required.
• Valid Driver's License and clean driving record required.

Responsibilities

• Serve as front line contact for vendor documents and contracts from internal and external requests, ensuring responses are provided in a timely and professional manner.
• Maintain an organized vendor document database by property or service type that controls all current general service contracts and vendor agreements by metadata (expiration dates, rates, services provided).
• When uploading vendor documents, cross check vendor onboarding status in applicable accounting software to ensure timely payment processing.
• Monitor expiring contracts and agreements notifying appropriate internal Team contacts for contract negotiations and renewal.
• Create an organized folder path for maintaining new property contracts for easy access.
• Lead responses to document and contract requests for property acquisitions, dispositions and management takeovers.
• Research, expand and mature procurement opportunities identified by interdepartmental leads.
• Develop and document process and procedures to collaboratively obtain required vendor documents with internal and external parties with assistance from Risk Management Department Lead.
• Assist in providing insight on contract and vendor record management procedures and policies.
• Oversight of generation templated based contracts.
• Provide departmental analytics to Risk Management Lead when requested.
• Sorting Risk Management department mail and distribute to proper internal team members.
• Filing, copying/scanning, mailing, and assisting with special projects as needed.
• All other duties as assigned.

Skills

Attention to detail

Independent worker

Time management

Analytical skills

Communication

Teamwork

Education

Bachelor's degree

Tools

Microsoft Office

SharePoint

Excel

Job description

Founded in 1981, Vesta Corporation has grown to be one of the top affordable housing property management companies in the country. As a result of our continued growth, we are pleased to announce the introduction of a new and exciting opportunity. We are seeking a Contracts Specialist, who will join our Risk Management team at our corporate office in Weatogue, CT.

What we Offer:

At Vesta, we take pride in hiring the best talent in Property Management. We work hard and we have fun doing so. In addition to our generous benefits package, we offer service awards, performance bonuses, team member appreciation events and opportunities for growth. Our benefits include:

• Medical, dental & vision insurance
• Company matched 401(K).
• Paid time off- Vacation, sick, floating holidays
• 12 additional paid holidays
• Tuition Reimbursement
• PetPlan Pet Insurance
• Employee Assistance Program
• Long & Short-Term Disability Insurance
• AND MORE

The Contract Specialist works to ensure consistent management of all corporate and property vendor contracts, property inspection reports and property licenses and permits with company goals, policies and procedures assuring all clarifications, executions and amendments of negotiations are incorporated into the final archived document. This role requires close collaboration with team members and various departments.

Essential Functions:

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Serve as front line contact for vendor documents and contracts from internal and external requests, ensuring responses are provided in a timely and professional manner.
• Maintain an organized vendor document database by property or service type that controls all current general service contracts and vendor agreements by determined metadata (expiration dates, rates, services provided) in accordance with record retention policy, compliance with privacy law, and best business practices.
• When uploading vendor documents, cross check of respective vendor onboarding status in applicable accounting software to ensure timely payment processing.
• Monitor expiring contracts and agreements notifying appropriate internal Team contacts in a timely manner for contract negotiations and renewal.
• Create an organized folder path for maintaining new property contracts where they can be easily accessed effectively and efficiently.
• Lead responses to document and contract requests for all property acquisitions, dispositions and management takeovers.
• Research, expand and mature procurement opportunities when identified by interdepartmental leads (Operations, Maintenance, Analytic Teams.
• Develop and document process and procedures to work efficiently and collaboratively to obtain required vendor documents with internal and external parties with assistance of Risk Management Department Lead.
• Assist in providing insight and recommendations on improvement of contracts and vendor record management administrative procedures and policies.
• Oversight of generation templated based contracts.
• Provides departmental analytics to Risk Management Department Lead when requested.
• Sorting Risk Management department mail and distribute mail to proper internal team members.
• Filing, copying/scanning, mailing, and assisting with special projects as needed.
• All other duties as assigned.

Knowledge, Skills and Abilities:

• Critical thinking skills;
• high degree of attention to details;
• highly motivated and able to work independently and within a team;
• Ability to handle time sensitive requests; excellent organizational and analytical skills.
• Ability to prioritize and manage multi-tasks in a fast paced and deadline driven environment.
• Team player on Team projects with the ability to develop cordial, professional relationships with internal and external customers
• Performs work under general supervision.
• Handles basic issues and problems and refers more complex issues to higher-level staff.
• Research skills.
• Mathematical skills.
• Advanced knowledge of Microsoft Office products; specifically, SharePoint and Excel Workbook with multiple linked spreadsheets and the Internet.
• Have basic knowledge of legal contracts and certificates of insurance or prior working experience in the insurance industry.

Requirements

Required Education and Experience:

• A bachelor's degree is required for this job and 1 to 2 years of experience.
• Successful completion of a background check and drug screening required.
• Valid Driver's License and clean driving record required.

Vesta is an Equal Opportunity/Affirmative Action Employer. Vesta has an ongoing commitment to a diverse workplace free of discrimination and harassment. Vesta recruits, hires, trains, and promotes individuals in all job titles without regard to any protected characteristic, including but not limited to race, color, creed, religion, ancestry, sexual orientation, genetic information, national origin, age, sex, physical or mental disability, being a disabled veteran, veteran of the Vietnam era, or other eligible veteran, or any other protected category under any state or Federal laws. At Vesta, we are committed to a fair and equitable workplace.