Contract Manager

Position Overview:

We’re seeking a detail-oriented and organized Contract Manager to join our team. In this role, you will independently prepare, review, and administer architectural design service contracts, primarily using AIA contract templates. You’ll collaborate with the studio project managers and principals to negotiate and draft client and consultant agreements, ensuring all documentation is accurate, compliant, and completed promptly.

The ideal candidate will possess the legal acumen to spot potential issues early, address risks, and autonomously facilitate discussions with outside legal counsel when necessary. You’ll play a key role in advancing negotiations to the point where management can make informed business decisions. Reporting directly to the Chief Operating Officer, you’ll thrive in a high-volume environment, supported by an experienced and enthusiastic team. This position is perfect for someone eager to work closely with leadership and legal partners to help shape the firm’s service offerings and contract standards.

Key Responsibilities:

• Draft, review, manage, and process Owner-Architect and Architect-Consultant Agreements, maintaining accuracy and compliance with firm and industry standards.
• Track the status of agreements from initiation through execution, proactively following up with stakeholders to ensure timely completion.
• Maintain organized digital contract files for easy access and reference.
• Coordinate with principals, project managers, consultants, and clients to gather necessary information for agreements.
• Support the Chief Operating Officer with contract status updates, risk assessment, and risk mitigation.
• Identify potential legal or business issues in contracts, facilitating discussions with legal counsel as needed and advancing negotiations to the point where senior management can make business decisions.
• Respond promptly to internal and external inquiries regarding contract terms, status, and requirements
• Input contract information into the ERP software (Deltek Vantagepoint) for accurate reporting.
• Prepare contract amendments and related documentation as needed.
• Manage the procurement and tracking of Certificates of Insurance (COI) from relevant parties.
• Oversee the COI tracking system, monitoring insurance expiration dates and renewal requirements.
• Coordinate with insurance providers to maintain compliance.
• Ensure compliance with contract insurance requirements and support risk management initiatives.
• Recommend and implement process improvements to streamline contract administration and reduce risk.

Required Qualifications:

• Bachelor’s or master’s degree in a related field and a minimum of 5 years of relevant experience in a Contract Manager role.
• Knowledge of legal terminology and contract law. Paralegal experience would be helpful.
• Demonstrated ability to identify potential legal issues and work autonomously.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Ability to manage a high-volume workload with accuracy and reliability.
• Proficiency with Microsoft Office Suite.
• Team-oriented, with a commitment to supporting colleagues and fostering a positive work environment.

Preferred Experience:

• Familiarity with AIA Contract Documents and corresponding software.
• Experience in the A/E/C industry.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job, and duties, responsibilities, and activities may evolve over time.

Compensation for this role typically ranges from: $70,000 - $85,000 per year. The specific salary offered may be determined by a variety of factors including, but not limited to, the candidate's relevant experience, skills, qualifications, certifications, education, and work location. Additional considerations may include the level and scope of responsibilities, internal equity, and current market trends. Please note that the posted salary range is intended as a general guideline and does not guarantee any specific compensation. Final compensation will be determined at the time of offer.