Contracts Administrator

Description Job Overview:

This Contracts Administrator provides administrative support to the Contracts Manager, utilizing company systems and platforms to manage bulk centralized contracts. The Contracts Administrator is responsible for administrative support on Vive vendor compliance and registration, pool licenses tracking and processing, reviewing bid submissions, gathering and updating contract data, uploading documents, coordinating billing and assisting in the development of Reserve Study program.

• The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
• Maintain vendor compliance and registration documentation within the Vive platform, ensuring records are accurate, complete, and updated in a timely manner. Follow up with vendors as needed to obtain required documentation and maintain compliance.
• Track and manage pool licenses to ensure all licenses remain current and compliant, preventing any lapse in coverage or certification.
• Provide administrative support for vendor programs managed through Gittleman Construction and Maintenance, including but not limited to drain cleaning, HVAC services, and RPZ testing programs.
• Administer and support centralized and bulk service contracts, including but not limited to Comcast, Charter, Management Agreements, Elevator Services, Waste Management, Phone Services, Pest Control, FHA programs, Maintenance Plans, Mechanical Service Contracts, Closed-Loop Chemical Treatment, Roof Anchor Testing, and Furniture Agreements, as assigned.
• Collect, maintain, and update contact information and supporting documentation required for contract renewals. Communicate changes in service levels, pricing, terms, or contract requirements to vendors and stakeholders as necessary.
• Assist in the development, implementation, and ongoing maintenance of the Reserve Study Program, including program documentation and tracking.
• Respond to inquiries regarding services, contract terms, billing, and vendor performance related to centralized and bulk contracts.
• Generate, process, and maintain contracts for new associations, ensuring all documentation is properly executed, filed, and uploaded within designated systems.
• Collaborate with the Contracts Manager during renewal periods to coordinate bid solicitation processes and evaluate opportunities with current and prospective vendors.
• Serve as a secondary point of contact for vendors, clients, homeowners, and associates regarding centralized and bulk contracts. Assist in drafting and distributing correspondence, including letters, emails, notifications, phone blasts, and other communications.
• Maintain contract records, vendor documentation, and supporting files in accordance with company standards and record retention requirements.
• Provide administrative support for special projects, process improvement initiatives, and other duties as assigned by the Contracts Manager.

• Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor
• Practice and adhere to First Service Residential Global Service Standards.
• 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 materials and supplies.
• May…