Contract Administrator (Hybrid)

JLL
remote work
United States, Minnesota, St. Paul
Nov 15, 2024
JLL has a great opportunity to join our Property Management team at Union Depot in St Paul. This position is hybrid with the ability to work from home 2-3 days/week. The first month will be fully in office for training. Position Description We are seeking a detail-oriented and highly organized Contract Administrator to oversee the procurement, contract and certificates of insurance process across all divisions for Union Depot. This position reports to the General Manager and will be responsible for streamlining and managing all contractual activities, ensuring compliance and optimizing procedures. The ideal candidate will have a strong background in contracts, exceptional attention to detail and the ability to manage multiple, complex projects efficiently. This role is crucial in ensuring operational efficiency, risk management and compliance across all contractual activities at Union Depot. Key Responsibilities Conduct a comprehensive audit of all existing tracking, processes and procedures related to contracts and procurement. Establish and implement an efficient process for tracking and managing all property contracts, leases, solicitations, certificates of insurance and supporting documentation, ensuring compliance and consistency across all divisions. Ensure data integrity of contract tracking database and comply with JLL contract reporting requirements. Establish and implement an efficient process for contract and solicitation development in partnership with division leads. Serve as subject-matter expert for all contract, procurement and insurance matters. Draft all contracts in collaboration with division leads, identifying proper contract template based on contract specifications. Develop, manage, and in some cases lead, all solicitations for the Request for Quote (RFQ), Request for Bid (RFB) and Request for Proposal (RFP) process as outlined in the approved procurement guidelines. This includes, but is not limited to, developing and maintaining a procurement calendar, creating and managing all required procurement documents, posting solicitations on client approved website, ensuring compliance with procurement policies and procedures, grading bids/proposals, communication with vendors and awarding the contract. Facilitate mandatory solicitation meetings for all RFBs and RFPs in collaboration with division leads. Monitor contract expiration dates and initiate renewal processes in a timely matter in collaboration with division leads. Establish and maintain relationships with JLL legal and risk management teams to ensure all contractual terms and conditions comply with established standards. Maintain and update all established contract templates, working with JLL corporate and client on necessary revisions. Collaborate with Property Accountant and division leads to track all contract spend on an ongoing basis, notifying division leads when contract spend reaches 70% of not to exceed amount. Proactively seek innovative ways to improve procurement and contract processes. Support the team by interpreting contract terms, providing clear explanations to stakeholders. Ensure all contracts and supporting documents are properly executed, filed and easily accessible for reference. Conduct regular audits of contracts and associated files to ensure completeness, accuracy and compliance. Stay informed about industry trends, regulatory changes and best practices in procurement and contract management. Provide regular reports to management on contract status, procurement activities and key performance indicators. Perform other duties as assigned by management to support the overall goals and objectives of Union Depot. Qualifications Bachelor's degree in related field. Minimum three years of experience in contract administration, procurement or a related field. Proficiency in Microsoft Office Suite. Strong knowledge of contract principles, procurement processes and risk management principles. Excellent attention to detail with ability to find errors and inconsistencies. Strong analytical ability and organizational skills. Exceptional grasp of grammar and syntax, ensuring impeccable contract language. Ability to manage multiple priorities simultaneously to meet strict deadlines. Ability to communicate effectively with internal and external stakeholders and clearly articulate complicated contract language to those who are not contract experts. Consistently demonstrate a positive attitude and contribute to a collaborative work environment. Exhibits strong interpersonal skills and the ability to work harmoniously with diverse teams and personalities. JLL is committed to providing work-life balance to all employees. Hybrid/Work From Home is offered as a way to enhance our managers' and employees' ability to balance business needs with personal life. Work From Home is not an entitlement or a Company-wide benefit, and it does not change the terms of employment by JLL. JLL reserves the right to end or change any work from home arrangement it makes with an employee for any reason or no reason at all.