Legal Contract Administrator

FirstService Residential; Town of Florida (NY); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical plans

Dental plans

Vision plans

401k with company match

Paid holidays

Job summary

FirstService Residential is seeking an organized administrative professional to support contract-related activities, data entry, and client communications. You will work within established procedures to ensure accuracy and timeliness in contract proposals and records.

The role requires strong MS Office skills, attention to detail, and the ability to handle confidential information while maintaining high ethical standards.

Qualifications

• Associate’s Degree in Business or related field and 1–3 years’ administrative experience; or equivalent combination of education and related experience.
• Excellent customer service skills.
• Excellent verbal and written communication skills.
• Detail oriented with strong organizational and multitasking skills.
• Strong proficiency in Windows and Microsoft Office; ability to research the Internet.
• Ability to handle confidential information.
• Ability to meet deadlines under pressure.
• Ability to work in a team and independently.
• Critical thinking, problem solving and decision-making abilities.

Responsibilities

• Generate contract and addendum proposals per policies and timelines.
• Maintain and update client information in databases with high accuracy.
• Address routine contract-related queries from internal and external contacts; escalate when needed.
• Input project or contract data into databases and create charts or spreadsheets.
• Assist Legal staff with contract-related tasks.
• Follow safety, policies and SOPs; participate in meetings as needed.
• Attend various meetings/work groups to coordinate activities and stay informed on requirements.

Skills

Contract management

Data entry

Customer service

Communication

Microsoft Office

Attention to detail

Teamwork

Problem solving

Ethical conduct

Education

Associate’s Degree in Business or related field

Tools

Windows

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Description

Job Overview

Perform duties to provide support with contract-related activities, working within the limits of standard or accepted practice.

Skills & Qualifications

• Generate contract and addendum proposals in accordance with policies, legal requirements and contract specifications with a high degree of accuracy and within established timeframes.
• Maintain and update information in computer databases for new, existing and lost clients, as per established contract management procedures with a high degree of accuracy and within established guidelines.
• Assist internal and external contacts by addressing routine contract-related queries, questions, requirements and concerns. Escalate items to supervisor as necessary.
• Input project or contract information into appropriate databases maintaining accuracy and checking for completion. Update database records as necessary when information changes. Create charts or spreadsheets to track or detail information.
• Assist Legal staff for contract-related tasks.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by management.
• Perform any range of special projects, tasks and other related duties as assigned.

Knowledge & Skills

• Associate’s Degree in Business or related field from an accredited college or university; and one to three years’ administrative experience; or equivalent combination of education and related experience.
• Excellent customer service skills.
• Excellent verbal and written communication skills.
• Detail oriented and strong organizational and multitasking skills.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, PowerPoint, and Outlook. Strong proficiency researching the Internet.
• Ability to work with highly sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven.
• Critical thinking, problem solving, judgment and decision-making abilities.

What We Offer

As an associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time

INDHOH

Automated Employment Decision Tool (AEDT) Usage:

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed:

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations:

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144:

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.