Contract Administrator

About the Role Our client is looking for well well-versed conrtact admin/office manager. Reporting directly to the coo, this role is ensuring operational coherence of the firm.

CONTRACTS RESPONSIBILITES:

• Creation: Developing solicitations and drafting sample contracts
• Execution: Ensuring compliance with company contracts and that conditions are correctly documented and followed through
• Management: Managing members of the evaluation team to ensure requirements are completed on time
• Communication: Explaining terms and conditions to managers and interested parties, and communicating the interests of different stakeholders
• Support: Aiding in conflict resolutio

ADMINISTRATIVE AND OFFICE SUPPORT:

• Order and restock office and kitchen supplies as needed (approx. 1-2 times/month), including printing paper, pens, post-its, folders, toilet paper, soap, etc.
• Coordinate grocery orders (approx. 2-3 times/month), including chips, coffee pods, snacks, almond milk, oat milk, Perrier, etc.
• Manage materials for in-office events, such as plates, cutlery, and serveware.
• Maintain refrigerator stock with daily-use items like Perrier, oat milk, almond milk, and pantry items (approx. 1/week).
• Oversee general office maintenance, including coordination with cleaning crew, appliance maintenance, and repairs (fridge, printer, air conditioning, etc.).
• Coordinate office setup and modifications upon COO approval, including ordering and setting up employee needs like computer stands, monitors, and office chairs.
• Ensure continuous printer functionality by monitoring paper and toner levels.
• Perform daily tasks like loading/unloading the dishwasher, handling incoming/outgoing mail, and answering office calls.
• Facilitate onboarding for new employees, manage travel arrangements for Partners and team members, and provide office coverage as needed.
• Welcome visitors, offer refreshments, and provide Wi-Fi information and additional support.

ACCOUNTING:

• Deposit checks daily
• Process invoices & expenses, ensure accounting department has all needed information in a timely manner
• Ensure necessary bills are paid every month (including but not limited to FPL, storage etc)
• Process Business Tax Receipts & their renewals annually

EVENT COORDINATION:Assist in overseeing and managing the firm’s events calendar. This involves coordinating logistics for a various events, including fundraisers, conferences, and other special occasions, such as:

• Coordinate and execute catering and general requests for office events and fundraisers as needed while staying within budget (approx. 2-4 events per month)
• Coordinate event logistics, including location, snacks, beverages, and meals for Partners events.
• Ensure restroom readiness before every event.
• Make group reservations for lunches and dinner as needed

MISCELLANEOUS:

• Respond to and execute additional office needs on an as needed basis in a timely manner

EXTRAS:

Proficiency in Google Suite, particularly Google Sheets, for event planning and tracking purposes.

Occasionally assist with the firm’s social media platforms, including content posting, tracking analytics, and contributing to marketing initiatives in coordination with the COO and the Director of Marketing and Community Relations.