Contract Management Specialist

Location: Loveland

Benefits

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Contract Management Specialist

Location:

Loveland, OH

Employment Type:

Full-Time

Reports To:

Controller

Compensation:
Competitive hourly compensation based on qualifications and experience.

Position Summary

The Contract Management Specialist provides administrative and coordination support for the company's contractual and project billing activities. This individual is responsible for organizing the contract lifecycle, ensuring agreements receive the necessary review and authorization, and maintaining accurate records throughout the process.

This position serves as a central resource for contract-related communication, working with internal teams, sales representatives, customers, and subcontractors to address documentation requirements and keep agreements moving forward. Additional responsibilities include coordinating customer billing submissions, preparing supporting paperwork, and overseeing the completion of required lien documentation.

Primary Responsibilities

• Agreement Coordination and Review
• Coordinate the intake and review of new agreements, amendments, and related paperwork received from internal sales teams and external business partners.
• Confirm that project information, financial terms, timelines, and work requirements are consistent with the details established by the sales team.
• Develop internal contract summaries that highlight important commercial terms, project commitments, and administrative obligations.
• Identify incomplete submissions, conflicting information, or documentation concerns and work with the appropriate parties to resolve them.
• Organize the approval process by obtaining input, coordinating requested changes, and securing the necessary company authorizations.
• Track agreements through the review process to help ensure timely completion and execution.
• Contract Records and Communication
• Assemble finalized agreement packages and distribute them to the appropriate recipients along with applicable insurance records, forms, and supporting materials.
• Establish and maintain well-organized electronic and physical contract files.
• Keep track of documentation deadlines, pending approvals, and other contractual obligations.
• Respond to questions concerning agreement terms, submission requirements, and administrative procedures.
• Maintain ongoing communication with company representatives, customers, and contractors to address outstanding contract matters.
• Ensure contract information is properly documented and available to authorized personnel.
• Project Billing and Documentation
• Coordinate recurring customer billing submissions by preparing payment requests and processing them through designated electronic systems or manual procedures.
• Generate and manage lien release documentation required for customer payments and other project-related transactions.
• Review billing packages before submission to confirm that supporting records and requested information are included.
• Follow customer-specific billing instructions and address documentation requirements associated with individual projects.
• Collaborate with accounting, operations, project personnel, and customers to investigate billing concerns and correct submission errors.
• Monitor outstanding billing documentation and assist in keeping payment requests on schedule.

General Duties

• Exercise discretion when handling proprietary company information, customer records, and financial documentation.
• Maintain an organized workflow while balancing contract reviews, billing submissions, and time-sensitive requests.
• Communicate effectively with colleagues and external contacts to promote efficient coordination.
• Demonstrate accountability for assigned work and provide timely follow-through on outstanding matters.
• Assist with other administrative and operational functions as business needs require.

Required

Skills and Qualifications

• Possess an active Notary Public commission or be prepared to complete the required process to obtain one.
• Communicate clearly and professionally, both verbally and in writing.
• Demonstrate sound judgment and discretion when handling confidential business information.
• Maintain a high degree of accuracy when reviewing agreements and preparing supporting documentation.
• Organize workload effectively and remain productive while managing several concurrent assignments.
• Work independently, recognize priorities, and take appropriate action without requiring constant direction.
• Be comfortable using Microsoft…