Contracts Administrator

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

The Contracts Administrator is a key member of the Ware Malcomb administrative team and is responsible for reviewing contractual documents and coordinating with external clients and legal counsel as well as internal accounting staff, CFO and Project Management teams to ensure compliance with Ware Malcomb’s established guidelines.

Your Role

• Prepare, draft, revise and proofread legal documents and correspondence, including service contracts, confidentiality agreements, assignment and consent forms
• Review contracts and identify deviations from Ware Malcomb’s established contract terms; enter contract information into accounting software; communicate contractual requirements to Project Teams and Project Accounting Team
• Prepare redlines in Microsoft Word, prepare final contract drafts with redlines incorporated, file and log final agreements in accounting software
• Prepare transmittals and courier packages
• Filing legal/collections claims with outside counsel
• Assist with miscellaneous legal business transactions as assigned
• Adhere to established turnaround times and deadlines
• Engage directly with external clients, consultants and legal counsel
• Engage directly with internal clients in the project management, marketing, finance, accounting, operations and human resources departments
• Schedule and conduct meetings and conference calls with internal and external clients
• Regular follow up via email and phone to obtain executed contracts
• Working closely with Project Accounting Team to determine client requirements for contracting and invoicing, to coordinate contract revisions and to detect any potential liabilities or areas of concern when setting up new projects and contracts
• Coordinate with insurance broker to issue Certificates of Insurance per contract requirements; oversee annual COI renewal process
• Archiving of project folders (yearly)
• Additional duties as assigned

Qualifications

• 3-5 years minimum experience working as a legal assistant or in a contracts department within the construction, architecture, or other related industry.
• Experience with reviewing and/or negotiating contract documents
• The ability to thrive in a fast-paced environment and manage multiple deadlines
• Excellent communication and customer service skills, written and verbal, are essential
• Excellent oral and written communication skills, including familiarity with common legal terminology
• Exceptional organizational skills, strong self-motivator with high attention to detail.
• The ability to independently prioritize and manage multiple tasks while satisfactorily meeting deadlines and desired outcomes.
• Strong interpersonal skills, ability to work with individuals at all levels of the organization in a positive, collaborative manner.
• Proficiency in Microsoft Office applications; experience with Deltek Vantagepoint software a plus.
• A Bachelor’s degree in business, accounting, finance or a related discipline preferred.

Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world.

With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects.

The firm is also ranked among the top 15 architecture/engineering firms in Engineering News-Record's Top 500 Design Firms and the top 30 interior design firms in Interior Design magazine's Top 100 Giants. For more information, visit www.waremalcomb.com.