If your business engages with a substantial number of vendors, suppliers, or contractors, it may be time to consider hiring a contract administrator (CA). Why? They’re the people who will ensure every contract between your organization and third parties are accurate, legally sound, and expertly managed.
Hiring a contract administrator doesn’t need to be a complicated affair. By understanding the role, what skills your candidates should have, and how to support your future contract administrator, you’ll be ready to take your contract management to the next level!
In this article, we’ll dive into a contract administrator’s key responsibilities, common job prerequisites, how to tackle the job description and listing, and why implementing a digital contracting software like SignHouse is central to supporting your new CA.
A contractor administrator is a professional who executes and oversees all aspects of the contract management process. This includes contract:
They are also responsible for ensuring all parties uphold their end of the contract by tracking key deadlines. If contract amendments, such as changes to delivery timelines or production quantities need to occur, the CA will manage these communications and relevant amendments.
Technically, contract administrators can work in almost any sector or industry. However, CAs are usually found working for organizations whose business models rely heavily on working with a substantial number of third-party partners.
To break down the role of a contract administrator a little further, let’s look at the role’s key responsibilities.
For a CA to efficiently execute these responsibilities on a daily basis, your business must have the right infrastructure to properly support its business activities. Implementing digital contract management software, like SignHouse, is a great way to do just this.
SignHouse ensures your CA can promptly and securely send, share and make notes on all pending, current, and confirmed contracts. It also streamlines the signing process to encourage prompt contract confirmations. With added features such as contract editing tools and contract templates, your CA will have everything they need to do their job efficiently.
Contracts shape and formalize business relationships between your organization and crucial project partners. So, to ensure business relationships stay beneficial and healthy, it’s imperative that contracts are fully analyzed, understood, and adhered to by all parties.
Your contract administrator will act in your organization’s best interests and ensure your contract management process protects and honors any contracting relationships your business needs to enter.
Rather than having multiple colleagues trying to manage their department’s contract responsibilities, you can streamline the process through just one person. This will save your business time and money, by minimizing avoidable mistakes and misunderstandings.
A contract administrator role involves a substantial amount of responsibility. They must be able to:
This is why your business needs to be aware of the adequate formal training, work experience and key skills your future CA should have.
At a minimum, your future CA should have an undergraduate qualification - or equivalent - within a related field of study, such as:
Additionally, they should also have a few years of professional working experience within a contract-based environment — bonus points if they have worked in contract management roles!
If your business engages in particularly complicated contractual relationships, you may require a candidate who has also completed a master’s degree in law or business administration. These qualifications will ensure your candidate is well-versed in contractual language and current legislative requirements.
In the US, contract administrators (or similar professions) have the opportunity to pursue membership and certification with the National Contract Management Association (NCMA). The NCMA grants four levels of certification to contracting professionals. These certificates are based on a CA’s:
Depending on your business needs, you may identify a minimum level of certification you would like your future CA have.
Alongside adequate education, professional experience, and certification, CA’s also need to be able to demonstrate the following skills:
A large part of a CA’s role involves analyzing current and pending contracts to ensure they’re legally sound, accurate and align with your business’s best interests. A CA should be able to:
Your CA will most likely be responsible for the majority of your contracts’ lifecycles. This involves exceptional organization, inter-department communication, and time management. CAs also need to know how to allocate their time and resources to ensure projects continue to progress and meet deadlines.
A contract administrator’s salary will vary depending on:
On average, the salary curve looks like:
Now that you know a little more about a CA’s role and what it entails, it’s time to dive into what makes a good contract administrator job description.
Let’s look at some real, current examples.
First and foremost, your job description should inform. Potential candidates should be able to read your job description and have all the information they need to complete an application.
Your job description must include:
Growth-mindset language is all about using words and phrases that communicate your business’ belief that career growth through hard work, collaboration, and a good strategy is possible (and favored).
So, how do you include this in your job description?
When describing your ideal candidate for your new contract administrator role, instead of saying:
We’re searching for a superstar contract administrator to join our team. The ideal candidate will be a high performer with an effortless knack for financial negotiations.
You could say:
We’re searching for our next hardworking contract administrator to join our team. The ideal candidate will be an impactful project manager with a thoughtful approach to financial negotiations.
This language is naturally more encouraging and inspires the belief that your business has a more supportive culture.
Sharing your job description on social media platforms means more eyeballs on your job ad and more engagement opportunities with your candidate pool.
More eyeballs means your ad may attract a more diverse array of candidates, providing you with the opportunity to find someone unexpectedly perfect for your business.
Title: Contract Administrator for XX
Job Type: Full Time/Part Time/Contractor
Location: Insert your organization’s city and country
Duration: XX (if applicable)
Salary: Insert the salary or salary range
We’re searching for our next hardworking contract administrator to join the XX team. The ideal candidate will be an impactful project manager with a thoughtful approach to XX negotiations. As this role will be handling a substantial number of ongoing contracts, we’re looking for someone with strong communication and prioritization skills.
In this role, your key responsibilities will include [choose and edit the responsibilities appropriate to your organization’s needs]:
What you need
For this role, we’re looking for someone who has [edit as required for your organization’s needs]:
At XX, we strive to offer all of our employees a supportive and growth-orientated working environment. We offer competitive salary packages and the below benefits to ensure all of our staff feel valued during their time with us.
Having the right business infrastructure to support your contract administrator is essential. Without one, your CA won’t be able to do their job effectively, resulting in slow or lost business activities for you.
As business administration continues to move digital, it’s imperative your contract management does too. Digitizing your contracting process through software like SignHouse gives your CA an effective but straightforward infrastructure to work from properly.
Explore SignHouse’s features by signing up to our waitlist and see how our software can help you and your contract administrator today!
Our signatures are 100% legally binding, as SignHouse is built around US and International Laws concerning digital signatures. SignHouse eSignatures are on par with paper signatures, from a legal point of view!
Signing papers digitally started being equal to physical, handwritten signatures in the U.S. eSignature Act of 2000 (U.S. Federal Act) + the Uniform Electronic Transaction Act (UETA). As a consequence, laws in other countries have followed suit. SignHouse is built around these laws.
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Ch Daniel is the co-founder of SignHouse and chairman of the CH Group. Daniel is leading the development of SignHouse's product, as well as strategising how else the company can reach its main mission: empowering 100M+ to use the world's most efficient document organisational tools.