Contract Administration Assistant Job Description [Updated for 2025]

In the world of business, the importance of contract administration assistants has never been greater.

As the commerce landscape evolves, so does the demand for skilled individuals who can manage, facilitate, and navigate complex contractual agreements.

But let’s delve deeper: What’s truly expected from a contract administration assistant?

Whether you are:

• A job seeker wanting to understand the intricacies of this role,
• A hiring manager seeking the perfect candidate,
• Or simply curious about the inner workings of contract administration,

You’re in the right place.

Today, we present a customizable contract administration assistant job description template, designed for easy posting on job boards or career sites.

Let’s get started.

Contract Administration Assistant Duties and Responsibilities

Contract Administration Assistants are vital to the smooth operation of any business, ensuring contracts are managed and maintained properly.

They aid in the preparation, review, execution and management of contracts according to company policies and legal requirements.

Contract Administration Assistants are tasked with the following duties and responsibilities:

• Assist in preparing and reviewing contracts, amendments, extensions, and terminations
• Maintain a well-organized system of contract records, and ensure its accuracy and completeness
• Coordinate with internal departments and external parties for contract development and negotiations
• Interpret contract provisions and terms for managers and other involved parties
• Ensure all contracts comply with laws and company policies
• Track and monitor contracts and related documents to ensure timely contract renewals
• Collaborate with legal and finance departments for contract queries and clarifications
• Monitor contract performance to ensure all obligations are met
• Provide support in the development and implementation of contract management tools and procedures

 

Contract Administration Assistant Job Description Template

Job Brief

We are seeking a detailed-oriented, organized Contract Administration Assistant to assist with the preparation, review, and management of contracts.

Responsibilities include maintaining an organized contract filing system, assisting in the preparation of contract briefs, and ensuring the timely preparation and issuance of contracts.

The successful candidate will have experience in a similar role, along with strong analytical, communication, and organizational skills.

 

Responsibilities

• Assist in the preparation, review, and administration of contractual proposals relating to the company’s business.
• Maintain an organized contract filing system.
• Ensure contract compliance by monitoring contract performance and taking necessary steps to rectify any non-compliance.
• Assist in the preparation of contract briefs and participate in contract closure activities.
• Coordinate with various departments involved in contract processes.
• Assist with contract negotiations.
• Ensure the timely preparation and issuance of contracts.

 

Qualifications

• Proven experience as a Contract Administration Assistant or similar role.
• Familiarity with legal documents and terminology.
• Proficiency in Microsoft Office Suite, specifically Excel.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize projects.
• Excellent analytical and organizational skills.
• High level of attention to detail.
• Ability to work independently and as part of a team.
• Bachelor’s degree in Business Administration, or related field.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Contract Administration Assistant
• Work Environment: Office setting with options for remote work. Some travel may be required for team meetings or client consultations.
• Reporting Structure: Reports to the Contract Administration Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $55,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Contract Administration Assistant Do?

Contract Administration Assistants primarily work for corporations, law firms, or government agencies, but they can also work for nonprofit organizations or be self-employed.

They are typically tasked with preparing, reviewing, and processing contracts and other related documents.

They ensure that all contracts are compliant with local, state, and federal laws, as well as with company policies.

In addition, Contract Administration Assistants maintain a database of all company contracts and track their status, from initiation through approval, compliance, and renewal or termination.

They work closely with other departments, such as legal, finance, and procurement, to make sure all contractual obligations are being met and any potential issues are addressed promptly.

Contract Administration Assistants may also be responsible for drafting contract terms and conditions, coordinating amendments or extensions, and providing contract interpretation when needed.

They also assist with contract negotiations, ensuring that the terms are favorable and fair to the company.

Moreover, they are often involved in the resolution of contractual disputes and discrepancies, working to find a solution that protects the company’s interests and maintains positive relationships with its business partners.

 

Contract Administration Assistant Qualifications and Skills

Contract Administration Assistants need a variety of skills and qualifications to manage and oversee contracts, such as:

• Strong understanding and knowledge of contract law and procurement processes to accurately manage contracts.
• Excellent attention to detail to ensure all contract documents are accurate and complete.
• Strong communication skills to liaise with different departments, external clients or suppliers, and to clearly communicate contract terms and conditions.
• Ability to multitask and manage multiple contracts at once, often with tight deadlines, using effective time management skills.
• Proficiency in using various software applications, such as Microsoft Office Suite and contract management software, to facilitate work processes.
• Strong negotiation skills to represent the company’s interests during contract discussions.
• Problem-solving skills to identify potential issues in contracts and find suitable solutions.
• Customer service skills to build and maintain relationships with clients or suppliers, ensuring their satisfaction with the contract process.

 

Contract Administration Assistant Experience Requirements

Contract Administration Assistants are typically required to have 1 to 2 years of experience in contract administration, legal assistance, or a related field.

This experience can be gained through internships, part-time positions, or full-time roles in these areas.

Candidates may have experience in handling contracts, creating and maintaining databases, coordinating with different departments, and understanding of legal terminology.

Familiarity with contract law and commercial law is an added advantage.

Those with 3 to 5 years of experience often have a deeper understanding of contract negotiation, project management, and proficiency in contract management software.

This experience can be gained from working in a contract administration or procurement role.

Candidates with more than 5 years of experience may have some leadership experience in their background and may be ready for a managerial role within contract administration.

They are likely to have honed their skills in strategic contract analysis, risk management, and supplier relationship management.

 

Contract Administration Assistant Education and Training Requirements

Contract Administration Assistants typically need a high school diploma or GED as minimum educational requirement.

However, many employers prefer candidates who have completed an associate or bachelor’s degree in business administration, contract management, or a related field.

These programs provide students with the basic knowledge of contract law, procurement, and business communication, which are crucial for this role.

Moreover, proficiency in using various computer software applications such as Microsoft Office Suite (especially Excel), databases, and contract management software is also necessary.

Some employers may require Contract Administration Assistants to have prior experience in contract management or administration.

Therefore, internships or entry-level positions in these areas can be beneficial.

Although not mandatory, there are several professional certifications available that can enhance career prospects.

For instance, a Certified Federal Contracts Manager (CFCM) or Certified Commercial Contracts Manager (CCCM) certification from the National Contract Management Association can demonstrate expertise in the field.

Continuing education through seminars, workshops, or courses is also advantageous, as it helps to stay updated with the changes in laws, regulations, and best practices related to contract administration.

 

Contract Administration Assistant Salary Expectations

A Contract Administration Assistant earns an average salary of $45,489 (USD) per year.

The salary can fluctuate based on factors such as years of experience, the size and industry of the hiring company, and the geographical location.

 

Contract Administration Assistant Job Description FAQs

What skills does a Contract Administration Assistant need?

Contract Administration Assistants should have strong organization and multitasking skills as they often handle multiple contracts simultaneously.

They should possess strong written and verbal communication skills for effectively communicating contractual terms and conditions.

Basic knowledge of laws and regulations surrounding contract management can also be helpful.

Additionally, they should be detail-oriented and have strong analytical skills for scrutinizing contract terms and assessing risks.

 

Do Contract Administration Assistants need a degree?

Many employers require a minimum of a bachelor’s degree in business administration, law, or a related field for Contract Administration Assistant roles.

However, relevant work experience in contract management, procurement, or administration can also be valuable.

Some employers may prefer candidates with certification from an industry organization, like the National Contract Management Association.

 

What should you look for in a Contract Administration Assistant resume?

A strong resume for a Contract Administration Assistant should showcase experience in contract administration or a related field, and include specific examples of responsibilities and achievements in these roles.

It should also highlight any relevant education or certifications, and demonstrate a candidate’s knowledge of contract law.

Also, look for skills like organization, communication, and attention to detail.

 

What qualities make a good Contract Administration Assistant?

A good Contract Administration Assistant is highly organized and detail-oriented, with a strong understanding of contracts and legal terminology.

They should be able to work independently and efficiently, often under tight deadlines.

Excellent communication skills are also important, as they must regularly interact with internal and external stakeholders.

A good Contract Administration Assistant also stays informed about industry trends and changes in regulations.

 

What are the daily duties of a Contract Administration Assistant?

On a typical day, a Contract Administration Assistant may review and negotiate contract terms, liaise with internal and external stakeholders, and maintain detailed contract files.

They might also assist in preparing contract proposals and performing risk assessments.

In addition, they may be responsible for ensuring that contracts are executed in compliance with company policies and legal requirements.

This role often requires regular reporting and administrative tasks as well.

 

Conclusion

And there you have it.

Today, we’ve unraveled the ins and outs of being a Contract Administration Assistant.

And guess what?

It’s not just about managing contracts.

It’s about engineering success, one contract at a time.

With our go-to Contract Administration Assistant job description template and real-world examples, you’re all set to take the next step.

But why stop there?

Dig deeper with our job description generator. It’s your key to creating finely-tailored job listings or polishing your resume to perfection.

Remember:

Every contract is a step toward the bigger goal.

Let’s craft that success. Together.

How to Become a Contract Administration Assistant (Complete Guide)

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