Contracting Specialist

ABOUT OUR COMPANY

FIRST is a leading global brand experience agency with teams in New York, Los Angeles, London, Dublin, Singapore and Hong Kong. Some of the world’s most recognized companies trust us to develop strategies, and design, plan and produce engaging events. FIRST clients span many industries including financial services, aerospace, technology, consumer electronics, medical and healthcare, automotive, media and the nonprofit sector. We are on Event Marketer’s “Top 100 Event Agencies” and “Best Places to Work in Events” lists. We’ve also been recognized by Crain’s New York Business as one of the Top 100 “Best Places to Work in NYC”.

For more information please visit: www.firstagency.com.

JOB DESCRIPTION

The Contracting Specialist will support our Legal, Risk & Compliance and Procurement departments within the organization on contract management and supplier tracking system administration, contract template management, contract drafting and records management. The ideal candidate for this position will have excellent communication skills, be able to interact with all levels within an organization, have experience with compliance and administrative support and have the ability to manage multiple tasks at once.

• Provide system administration support for Contract Management System (IntelAgree)
• Prepare various agreements including non-disclosure agreements, client contracts, supplier contracts
• Support all organizational departments in preparing, reviewing and approvals of contracts via the contract management system
• Assist in the coordination of implementing contractual obligations (e.g. audits, third party risk assessments)
• Provide reporting on contract management system usage
• Manage and update legal contract templates and their implementation in the CMS
• Manage routing of documents for appropriate approvals and signing
• Manage onboarding and record business classifications of vendors and independent contractors including data entry into tracking systems
• Maintain files, cloud-based system records and documents in an organized fashion
• Support training and knowledge sharing on department and system process and procedures to wider organization
• Support contract reviews and negotiations, as requested
• Clearly communicate status requirements and discuss with the appropriate contacts, as needed
• Be knowledgeable and update the team on best practices, new suppliers, services and requirements
• Participate in company-wide knowledge sharing updates
• Support the Legal, Risk & Compliance and Procurement teams with ad hoc projects and tasks as needed

RESPONSIBILITIES:

• Prepare, review, negotiate and/or administer various contracts and addendums with internal and external business partners and third parties, with an emphasis on vendor/procurement contracts
• Manage legal contract templates and their implementation in the contract creation and vendor on-boarding system
• Address legal and business questions, explaining basic terms and conditions to managers and vendors
• Responsible for reviewing and responding to requests for information and compliance requests
• Document and maintain compliance processes and procedures within FIRST
• Maintain compliance with state and local regulations as well as contract requirements for all existing and future employees, contractors/freelancers and vendors
• Maintain files and documents in an organized fashion
• Review contract terms for accuracy and negotiate, where applicable follow the company’s processes and procedures
• Understand and accurately detail contract needs
• Vet business classifications of vendors and independent contractors
• Clearly communicate status requirements and discuss with the appropriate contacts, as needed
• Keep up to date on the industry compliance trends
• Be knowledgeable and update the team on best practices, new suppliers, services and requirements
• Participate in company-wide knowledge sharing updates
• Support the People & Culture and Business Operations teams with ad hoc projects and tasks as needed

QUALIFICATIONS:

• 4+ years’ related Administrative Support experience in a Financial, Compliance and/or Legal field
• Bachelor’s Degree required
• Past experience in a Human Resources, Risk, Contract or Employment Compliance function preferred
• Past experience with event or conference planning is a plus but not required
• Excellent interpersonal skills for the purpose of working collaboratively with internal stakeholders and potentially external clients/vendors
• Ability to manage multiple projects simultaneously, prioritize heavy workloads and maintain attention to detail while meeting tight deadlines
• Highly motivated, able to work independently and exhibit strong work ethic
• Strong oral and written communication skills
• Proven ability to manage expectations
• Proficiency with Microsoft Office and data entry
• Familiarity with Financial/HR systems and/or Salesforce is a plus but not required
• Must be able to demonstrate and maintain high ethical standards

ADMINISTRATION & GENERAL:

• Work intelligently and ensure that Managers are aware of problems or issues which negatively affect productivity
• Strict and accurate adherence to the company’s time tracking policies and systems
• Work on ad hoc requests as required
• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings