Contract Specialist

Contract Specialist

The Contract Specialist provides administrative and contractual support for the company's dealer business and real estate portfolio. This position is responsible for preparing and maintaining dealer agreements, amendments, legal documents, contract abstracts, property records, lease files, and other documentation related to dealer locations and company properties.

The position works closely with dealers, corporate leadership, attorneys, title companies, accounting, trucking, operations, and other internal departments to coordinate contracts, property transactions, lease renewals, dealer changes, compliance requirements, and other business activities. The role requires strong organizational skills, attention to detail, confidentiality, judgment, and the ability to manage a high volume of time-sensitive legal and contractual documentation.

• Dealer Contract Administration: Process, maintain, and track dealer agreements, amendments, letter agreements, assignments, terminations, and other contractual documents; manage a high volume of dealer documentation and maintain accurate records.
• Real Estate & Property Administration: Prepare documentation related to property purchases and sales, coordinate signatures and closings with corporate leadership, attorneys, title companies, and property owners, and support ground lease and tenant lease administration.
• Contract & Lease Compliance: Maintain tickler systems for dealer contracts, ground leases, tenant leases, equipment leases, brand commitments, renewal options, expiration dates, assignments, and other critical contractual deadlines.
• Legal & Corporate Documentation: Manage UARs, contract abstracts, UCC filings, business searches, and other legal or corporate documents; coordinate documentation with attorneys and appropriate internal departments.
• Dealer Administration & Compliance: Coordinate dealer assignments, terminations, new openings, and other dealer changes with Accounting, Trucking, Operations, and other corporate departments; obtain and track dealer insurance certificates and maintain compliance records.
• Business (Customer) Profile Administration: Manage and maintain accurate business/customer profiles, including account information, ownership and contact details, documentation, and other relevant records.
• Customer Credit Administration: Perform credit checks and related credit evaluations on prospective customers and maintain appropriate credit documentation and records.
• Real Estate Negotiation & Lease Renewals: Coordinate and negotiate with property owners regarding lease options, renewals, terms, and conditions and assist with the administration of vacant tenant spaces.
• Dealer Programs & Events: Coordinate dealer recognition programs, anniversary awards, Trueplayer Club events, dealer meetings, and other dealer-related events and activities.
• Dealer Reimbursement & System Administration: Process Shell/BP cooperative reimbursement requests and administer dealer-related platforms and systems, including Shell Markethub, BP Connection, and Marathon My MPC Community.
• Records & Portfolio Management: Create and maintain comprehensive files for company-operated locations, dealer locations, ground leases, tenant properties, contracts, and other real estate and dealer records.
• Notary Services: Provide Notary Public services for company-related documents as required.
• Cross-Functional Coordination: Serve as a key administrative liaison among dealers, corporate leadership, legal counsel, title companies, property owners, accounting, operations, trucking, and other stakeholders to ensure timely completion of transactions, documentation, and contractual obligations.
• Special Projects: Support legal, dealer, real estate, and corporate projects and perform other duties as assigned.

• Strong organizational and time-management skills with the ability to manage a high volume of contracts, documents, deadlines, and competing priorities.
• Exceptional attention to detail, accuracy, and follow-through when preparing and maintaining legal, contractual, and property documentation.
• Strong written and verbal communication skills with the…