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Contract Management Specialist

1 month ago

Edmonton, Canada OpenCircle Association Full time

What will you do?

The Contract Management Specialist is responsible for overseeing the strategic contract administration process of the organization, ensuring that all policies and procedures governing contracts are adhered to. The position will manage existing and new contracts, entailing the oversight of Service Level Agreements and the Request for Proposal process, managing vendor relationships, and ensuring Board governance compliance. The position will act as a liaison between the Legal and Risk department and adjacent departments within the organization to create efficiencies while maintaining confidentiality and discretion when managing contracts and agreements for all entities. The position will be responsible for communicating contractual terms to departments within the organization to ensure terms and conditions of the contracts are adhered to, understood, and negotiated appropriately and in a timely manner while meeting the organization’s strategic objectives.

Job Responsibilities
- Monitor contract statuses and expiration dates, and provide timely notifications for renewals
- Conduct ongoing document review and file new and existing contracts, correspondence, and case files
- Develop and maintain a departmental Contract System for filing and documentation
- Organize and document existing and new contracts, Requests for Proposal, and Service Level Agreements
- Draft, proofread, and send legal documents and correspondence to appropriate stakeholders
- Complete monthly compliance reviews and annual risk assessments.
- Develop conditions for bids, proposals, and contracts and act as an advisor to department leaders where required
- Prepare and issue memorandums relating to contracts to various departments outlining the terms and conditions and guidelines to adhere to in common terminology
- Monitor and create Service Level Agreements (SLA’s) in accordance with established contractual standards
- Assist with trademark and copyright processing
- Track key performance indicators based on each contract
- Act as an advisor to the Request for Proposal process to identify appropriate contractual content, gather historical requirements, and foster ongoing relationships with vendors
- Generate reports to track and assess contract performance based on, but not limited to, contractual deliverables or targets, and SLA’s
- Review and verify payments to ensure alignment with established contractual requirements and make adjustments as required after consultation with appropriate department leaders
- Support Board governance by establishing and upholding signing authority levels including contract execution and Board resolutions are followed
- Maintain industry knowledge and standards to advise on potential contract related issues
- Enforce contractual adherence to industry standards, and provincial and federal legislative requirements
- Conduct recurring audits and analyze contract terms for potential legal discrepancies

**Qualifications**:

- Bachelor’s degree in business administration, legal studies, or other relevant field with additional professional development such as a Certification in Purchasing or Supply Chain Management (CPSM) is required
- Five (5) years’ experience as a Paralegal, Procurement Specialist, Contract Manager, or other relevant role
- Demonstrated knowledge of contract law and legal requirements involved with contracts
- Proven ability to build and maintain positive relationships with vendors and external stakeholders
- High level of proficiency with Microsoft Office 365
- Provides and practices sound judgment using independent decision-making
- Sound analytical thinking, planning, and prioritization skills
- High level of integrity, confidentiality, and accountability
- High attention to detail and organizational skills
- Strong problem identification and resolution skills
- Creative and innovative thinker
- Communication skills - verbal and written
- Exemplary time management
- Ability to use tact and diplomacy when handling sensitive information
- Effective delivery of complex information in clear and concise manner

Core Competencies

At OpenCircle we strive to provide a workplace culture that aligns with our employees’ personal values. Core competencies for this role, to align well with our workplace culture, are:

- Agility
- Result-oriented
- Solution-based thinker
- Creative problem solving
- Self-motivation

Organization Summary

Building on 35 years of experience as Merit Contractors Association and Merit National, OpenCircle elevates employers and employees by supporting well-being in work, life, and the spaces in between. As a membership association supporting construction and industry partners across Canada, OpenCircle supports their client companies and their employees with sustainability and growth. As changes occur globally and at home in Canada, they shine the spotlight on the employer-employee relationship, encouraging diverse thinking on how to best suppo