Contracts Administration Assistant

Contracts Administration Assistant

W2 Contract

Pay Rate: $60 - $70 per hour

Location: Redwood City, CA - Onsite Role

Job Summary:

The Legal Department is seeking a temporary Contracts Administrator to provide hands-on support for contract administration, contract lifecycle management, and day-to-day contracting operations. This role is well-suited for a contracts or legal operations professional who enjoys owning process details, working across functions, and keeping a high-volume contract queue moving accurately and efficiently.

Duties and Responsibilities:

• Review incoming contract requests for completeness, confirm required business information and supporting documents, and route requests in accordance with established intake and approval processes.
• Triage and assign contract requests to attorneys and contract managers based on agreement type, business area, priority, and defined workflow rules.
• Prepare routine agreements using approved templates and standard forms, including NDAs, statements of work, amendments, and other low-complexity agreements, and escalate non-standard requests for legal review.
• Coordinate internal approvals and contract execution activities, including DocuSign envelope preparation, signer validation, signature collection, and confirmation of fully executed agreements.
• Maintain complete and accurate contract records, metadata, versions, and supporting documentation in the Contract Management system (CMS) and contract repository.
• Track contract status, aging, key dates, renewals, and expirations; proactively follow up with business stakeholders and Legal team members to keep agreements progressing.
• Perform quality-control checks to confirm correct legal entity names, dates, attachments, signature blocks, approval records, and final document versions before activation and filing.
• Prepare recurring and ad hoc reports on contract volume, cycle time, queue aging, renewals, and other operational metrics; identify missing or inconsistent data.
• Support amendments, renewals, terminations, contract closeout, and ongoing repository maintenance, including linking related agreements and preserving an audit-ready record.
• Provide responsive day-to-day support to business users and Legal team members regarding contract intake, status, templates, signature processes, and CLM system usage.
• Assist with contract data cleanup, metadata validation, document organization, bulk uploads, and migration or implementation projects.
• Partner with Legal Operations and cross-functional teams to document procedures, improve workflows, maintain templates and guidance, and support user training.
• Handle confidential and sensitive information with sound judgment and in accordance with company policies and records-retention requirements.
• Contribute to special projects and other contract or legal operations activities as business needs evolve.

Requirements and Qualifications:

• An associate's or bachelor's degree or equivalent relevant experience, paralegal training, or contract management coursework will be considered.
• 2+ years of experience in contract administration, legal operations, procurement operations, paralegal support, or a related corporate contracting environment.
• Hands-on experience supporting the contract lifecycle, including intake, template generation, approvals, electronic signature, tracking, and repository management.
• Experience using a CMS, contract repository, matter management, procurement, or similar workflow system; ability to learn new systems quickly.
• Working knowledge of common commercial contract documents and terminology, such as NDAs, master services agreements, statements of work, amendments, and consulting or vendor agreements.
• High degree of accuracy and attention to detail, with the ability to perform document and data quality-control checks.
• Ability to manage a high-volume queue, prioritize competing deadlines, and follow through with minimal supervision.
• Strong written and verbal communication skills and a professional, service-oriented approach when working with internal stakeholders.
• Proficiency with Microsoft Word, including document formatting and tracked changes, and Microsoft Excel, including sorting, filtering, and basic reporting.
• Ability to handle confidential information and exercise sound judgment.

Preferred Qualifications:

• Paralegal certificate, Certified Commercial Contracts Manager (CCCM) coursework/certification, or related legal operations training.
• Experience in the biotechnology, pharmaceutical, healthcare, or life sciences industry, including familiarity with regulated or audit-sensitive environments.
• Experience supporting agreements commonly used in life sciences, such as clinical, research, consulting, vendor/supplier, confidentiality, or professional services agreements.
• Experience with DocuSign and a CLM platform such as Conga, Ironclad, Icertis, Sirion, Agiloft, LinkSquares, or a comparable system.
• Experience with contract reporting, dashboards, data cleanup, migrations, system testing, or process documentation.

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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