Legal Operations and Contracts Specialist

Vytalize Health; Kansas (OH); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive pay

Bonus potential

Health benefits

Wellness program

401K match

Vytal Time & sick days

STD/LTD

Tech setup

Industry impact

Job summary

Vytalize Health seeks a Legal Operations and Contracts Specialist to optimize Gatekeeper CLM, manage queues, and deliver actionable reporting using Excel, Salesforce, and Gatekeeper.

You will partner with Legal, Compliance, Finance, and IT to improve processes, maintain data integrity, and support the contract lifecycle from intake to post-signature administration.

Qualifications

• Bachelor’s Degree and 4 years' experience or equivalent.
• Experience in legal operations, contract administration, or related roles.
• Hands-on CLM administration; Gatekeeper experience preferred.
• Experience managing intake queues, reporting, and process improvement.
• Strong process improvement, analytical, and problem-solving skills.
• Ability to manage high-volume queues and deadlines; accurate records.
• Knowledge of contract workflows and common agreement types.
• Excellent written and verbal communication; able to collaborate with attorneys and stakeholders.
• Detail-oriented, self-motivated, and accountable.
• Judgment to know when to escalate to counsel.

Responsibilities

• Coordinate contract workflows from intake to execution and closeout.
• Administer Gatekeeper as system administrator and SME.
• Maintain insurance portfolio, renewals, and broker coordination.
• Track litigation, disputes, and claims; manage matter logs and dashboards.
• Document and improve Legal team processes and playbooks.
• Identify gaps and partner with stakeholders to implement improvements.
• Ensure data integrity across systems and standardize records.
• Create dashboards and reports on volume, cycle times, and obligations.
• Monitor milestones, renewals, and post-signature obligations.
• Provide first-line operational support to internal stakeholders.
• Support training, communications, and adoption of systems.
• Assist with data analysis and special projects.
• Support records management, audit readiness, and internal controls.
• Coordinate system enhancements and release communications.
• Support legal operations initiatives and SOP development.
• Perform other Legal operations and contract admin projects.

Skills

Contract administration

Legal operations

Process improvement

Analytical skills

Cross-functional collaboration

Data reporting

Excel

Education

Bachelor’s Degree

Tools

Gatekeeper CLM

Salesforce

Excel

Job description

Your Opportunity

The Legal Operations and Contracts Specialist supports the Legal team by operating and improving the systems, workflows, data, and reporting that enable counsel to focus on substantive legal work. This role serves as the primary administrator and subject matter expert for the Gatekeeper contract lifecycle management system, manages the day‑to‑day legal request and contract queues, and coordinates routine contract operations from intake through execution and post‑signature administration. The position uses strong analytical, technical, and project management skills to identify bottlenecks, standardize processes, maintain reliable data, and deliver actionable reporting through tools such as Excel, Salesforce, and Gatekeeper. The role does not provide legal advice and escalates substantive legal issues to counsel.

What You Will Do

• Coordinate routine contract workflows from request through execution and closeout, including collecting required information, routing for review and approval, managing execution, and archiving complete contract records.
• Serve as system administrator and subject matter expert for Gatekeeper, including user access, configuration, templates, workflows, metadata, reporting, troubleshooting, data quality, and ongoing system optimization.
• Maintain and monitor the organization’s corporate insurance portfolio, including policy inventory, renewal calendars, broker coordination, certificate requests, and escalation of upcoming renewal actions.
• Administer litigation, dispute, and claims tracking processes, including maintenance of legal matter logs, key milestones, deadlines, reporting, and document repositories.
• Develop, document, and continuously improve Legal team processes, playbooks/PADU, intake forms, templates, checklists, service standards, and operating procedures.
• Identify process gaps, recurring issues, and opportunities for automation or self‑service; partner with Legal, Compliance, Finance, Information Security, Procurement, Sales, and other stakeholders to implement practical improvements.
• Maintain the integrity of contract and legal operations data across Gatekeeper, Salesforce, Excel, and other approved systems, including reconciliation, standardization, validation, and correction of incomplete or inconsistent records.
• Create and maintain dashboards, trackers, and recurring reports on request volume, cycle times, aging, workload, status, obligations, renewals, expirations, and other operational metrics to support planning and decision‑making.
• Monitor contract milestones, notice periods, renewals, expirations, ownership, and post‑signature obligations; route items to the appropriate business owner or counsel for action.
• Provide first‑line operational support to internal stakeholders on request submission, process, status, system use, and access to executed agreements, while appropriately directing substantive legal questions to counsel.
• Support adoption of Legal team systems and processes through user guidance, training materials, office hours, and targeted communications.
• Assist with data analysis and special projects requiring advanced Excel, Salesforce reporting, process mapping, research, or cross‑functional coordination.
• Support records management, audit readiness, and internal controls by maintaining organized, accurate, and accessible documentation and evidence of approvals.
• Coordinate system enhancements, testing, release communications, and issue resolution with internal technology teams and external vendors, as applicable.
• Support Legal operations initiatives, including coordinating corporate insurance coverage tower, coordinate and manage legal documentation archive, and develop standard operating procedures (SOP) for department operations.
• Perform other Legal operations and contract administration projects as assigned.

Qualifications

Education

• Bachelor’s Degree and 4 years' experience or equivalent combination of training and relevant work experience.

Experience

• Experience in legal operations, contract administration, paralegal support, business operations, or a related role.
• Hands‑on experience administering a contract lifecycle management system; Gatekeeper experience preferred.
• Experience managing intake or work queues, operational reporting, and cross‑functional process improvement.
• Strong process improvement, analytical, and problem‑solving skills.
• Ability to organize and prioritize a high‑volume queue, manage competing deadlines, and maintain accurate records.
• Working knowledge of contract workflows and common agreement types.
• Excellent written and verbal communication skills. Ability to collaborate with attorneys and business stakeholders at all levels.
• Detail‑oriented, responsive, self‑motivated, and accountable for work product.
• Sound judgment regarding when to resolve an operational issue and when to elevate a matter to counsel; ability to think critically.

Perks/Benefits

• Competitive base compensation.
• Annual bonus potential.
• Health benefits effective on start date
• Health & Wellness Program; up to $300 per quarter for your overall well‑being available on start date.
• 401K plan effective on the first of the month after your start date; 100% match of up to 4% of your annual salary.
• Unlimited (or generous) paid "Vytal Time," plus 5 paid sick days after your first 90 days.
• Company‑paid STD/LTD.
• Technology setup.
• Ability to help build a market leader in value‑based healthcare at a rapidly growing organization.

Important Note

Please note: At no time during our screening, interview, or selection process will we ask for additional personal information (beyond your resume) or account/financial information. We will also never ask you to purchase anything; nor will we ever interview you via text message. Any communication received from a Vytalize Health recruiter during your screening, interviewing, or selection process will come from an email ending in @vytalizehealth.com.