Contracts Administrator at Pavago

Responsibilities:

Intake & Triage

• Run a standardized intake for contract requests (type, counterparties, value, term, governing law, data/privacy implications).
• Route to the correct workflow (new, amendment, renewal, termination) and set SLA/turnaround expectations.

Drafting / Review / Redlining

• Draft and format standard agreements (NDAs, DPAs, SOWs, order forms, vendor/MSA templates, partner/reseller agreements) using approved templates and clause libraries.
• Redline in Microsoft Word (Track Changes) against playbooks; escalate non-standard terms to counsel (e.g., indemnity caps, liability carve-outs, IP ownership, data security, termination rights, SLAs).
• Maintain a deviations log capturing what changed, why, and who approved.

Approvals & Governance

• Coordinate approvals per approval matrix (legal, finance, data privacy/security, InfoSec, procurement, exec).
• Ensure commercial terms align with pricing/quote and budget approvals; confirm vendor onboarding artifacts (W-9, banking, insurance/COI) and compliance attestations.

Execution & Recordkeeping

• Manage e-signature via DocuSign or Adobe Sign; verify signer authority and signature blocks; finalize fully executed copies.
• Store executed agreements in the CLM/repository (e.g., Ironclad, Icertis, ContractWorks, Agiloft, Conga, SharePoint) with complete metadata (counterparty, value, term, auto-renew, jurisdiction, data processing, security addenda).

Obligations, Renewals & Amendments

• Track key dates (renewals, termination windows, notice periods, price-increase triggers, deliverable milestones).
• Maintain obligation registers and send proactive reminders to owners; coordinate amendments/renewals on schedule.

Compliance & Risk

• Verify required regulatory and policy clauses (e.g., GDPR/CCPA, HIPAA BAAs, SOX/PCI-DSS where applicable).
• Ensure templates and process controls are followed; maintain an audit trail for approvals, deviations, and signatures.

Reporting & Enablement

• Deliver weekly/monthly dashboards: cycle times, SLA adherence, % executed on standard terms, renewal pipeline, deviations by clause.
• Train business users on request intake, template use, and repository search; maintain playbooks and template versions.

Process Improvement

• Partner with Legal/Procurement to update playbooks, rationalize templates, and automate workflows (CLM optimization, self-service NDAs, standard DPAs).
• Continually improve data quality and searchability (tags, filters, taxonomy, retention schedules).

What Makes You a Perfect Fit:

• Precision with language and metadata; you catch gaps others miss.
• Organized, deadline-driven, and comfortable managing high-volume pipelines.
• Confident coordinating across Legal, Finance, Security, Procurement, Sales, and Executives.
• Process-minded—naturally builds scalable workflows, playbooks, and SOPs.

Required Experience & Skills (Minimum):

• 2+ years contracts administration or legal operations experience.
• Hands-on with CLM/repositories (Ironclad, Icertis, ContractWorks, Agiloft, Conga, SharePoint/Drive).
• Strong Microsoft Word (Track Changes), Excel/Sheets (trackers, pivot filters), and PDF tools.
• Familiarity with core contract constructs (indemnity, limitation of liability, IP, confidentiality, DPAs, SLAs)

Ideal Experience & Skills:

• Exposure to regulated or data-sensitive environments (GDPR/CCPA, HIPAA, PCI-DSS).
• Experience supporting both buy-side and sell-side contracts.
• Template governance and clause library management.
• Basic understanding of procurement/vendor risk and security questionnaires.

What Does a Typical Day Look Like?

A Contracts Administrator’s day is defined by moving agreements cleanly from request to signature and into a searchable, obligation-tracked system. You will:

• Intake & qualify requests so each contract follows the right path, with clear SLAs and approvers.
• Draft/review/redline using approved templates and playbooks, capturing any deviations and escalating non-standard risks.
• Coordinate approvals across legal/commercial/security/finance, ensuring policy-compliant sign-offs and budget checks.
• Execute & file via e-signature, then index the final agreement with complete metadata for fast retrieval.
• Track obligations & renewals so owners receive proactive reminders—no surprises, no missed windows.
• Report & improve by publishing cycle-time/renewal dashboards and tuning templates, playbooks, and CLM automations.
• Essence of the role: ensure every contract is accurate, compliant, approved, signed on time, findable later, and actively managed for obligations and renewals.

Key Metrics for Success (KPIs):

• Median cycle time to signature within SLA (e.g., ≤ 5–10 business days for standard forms).
• % executed on standard terms (target ↑, deviations ↓).
• Zero missed renewals/notice dates; obligations tracked with on-time completion.
• Repository completeness (100% executed docs stored with full metadata).
• Audit-ready trail: approvals, deviations, and signature evidence 100% captured.