Contract Administrator

Candidate can be remote or located in any of our HLB Offices (Boston, Denver, Los Angeles, Miami, New York, San Francisco)

HLB is looking for a Contract Administrator for the firm. The Contract Administrator assists HLB management and the project teams with professional practice, business, and risk management issues related to our Lighting Design practice. This person will be primarily responsible is to govern the contract life cycle to ensure contracts are efficiently reviewed, managed and accounted for in accordance with company policies. Come join our forward-thinking, employee-friendly firm with an inclusive and inspiring culture. HLB offers competitive benefits, generous PTO, year-round half-day Fridays and Summer Fridays, and a commitment to maintaining employee work-life balance.

Duties and responsibilities

• Manage full contract lifecycle: Oversee the process from project inception to execution, ensuring accuracy and compliance with all terms.
• Project-Specific Contract review and analysis: Evaluate contracts for compliance with applicable laws, regulations, and internal policies. Contract Administrator reviews the Prime Agreement, HLB Proposal, and Consultant Agreements. Process includes but not limited to the following:
  • If a signed agreement is not provided at the time the project is kicked off, reach out to client to request a copy of the draft contract for review
  • Prime Agreement review
  • Certificate of Insurance coverage
  • Indemnity section
  • Forward final review to client or Principal for signature
  • Filing in ERP system and network drives
• Current Contracts: Audit current contracts for completeness and work on executing changes as needed
• Finalize contract documents: Create template language (if required), edit, and formalize contracts and other agreements with precision.
• Issue Requests: Requests for information
• Monitor and ensure contract compliance: Address issues promptly and ensure all contractual obligations are fulfilled on time.
• Identify and resolve insurance and indemnification issues:
  • Evaluate contract for compliance with industry criteria concerning insurability, additional insureds, limitations on subrogation, primary coverage, etc., and for consistency with the existing coverage held by Company.
  • Recommend modifications – provide proposed alternative terms.
• Contract completion: Ensure receipt of all contracts and obtain signatures as necessary.
• Project close-out: Handle project close-out requests with Controller
• Reporting: Develop and distribute required reports to monitor and ensure compliance with contract provisions and timelines for contract rights, duties, and renewals.
• Liaison: Serve as the liaison between client, Project Leads and various departments.
• Certificate of Insurance: Request new certificates and maintain a COI tracking system to manage multiple certificates and ensure compliance with requirements.
• Additional duties and responsibilities as assigned and/or required

Skills

• Proficiency in contract review, drafting, and compliance.
• Strong document review and technical writing skills
• Excellent problem solving /judgment skills and high level of attention to detail and accuracy.
• Excellent multi-tasking skills.
• Superior organizational skills and the ability to work under pressure.
• Ability to handle and prioritize multiple tasks and meet all deadlines.
• Ability to maintain confidentiality and exercise extreme discretion.
• Able to work independently and part of a team.
• Excellent oral, written, and interpersonal communication skills.
• Excellent skills using MS Word, Excel and Adobe

Qualifications

• Associate degree (preferably in business management, law or a related field) and 3 years of experience in contract administration. Bachelor’s Degree preferred.
• Possess a minimum of 3 years of experience in a legal assistant role or similar position.
• Deltek VP a plus.
• Experience in the A/E/C or Design Industry preferred.

Compensation

$65,000 to $92,000

The final agreed upon compensation is based on cost of living, individual education, qualifications, and experience.

Benefit Clause: Includes but not limited to Medical, Dental & Vision plans, flexible spending account, 401(k) plans, life & AD&D insurance, short/long term disability plans, holidays, and paid time off.

Horton Lees Brogden Lighting Design is an internationally recognized design firm focused on architectural lighting, including electric lighting and daylighting, for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project. We thrive with intriguing projects that engage us conceptually and challenge us technically. We seek to enhance our clients' experiences and create a legacy of design that respects its environment and promotes a better future. Our services are customized to provide the best lighted environments to meet our clients' needs.

HLB is a collaborative firm that values flexibility and work/life balance filled with dynamic people whose enthusiasm for what we do infuses both our professional and personal lives. We are driven by an experienced team that is rewarded for its originality, commitment, and leadership. Our principals are engaged in every project from concept to commissioning to ensure the clients' needs are realized at every step. Our design and technical experts hail from many parts of the world and form the basis for HLB's proven ability to produce outstanding, award-winning designs.

As designers, we promote a positive vision of the future, based upon the belief that many of the environmental problems we face are design challenges. We believe a successful project starts with a collaborative mind-set in support of a common goal: to achieve energy-effective, high-quality environments for owners through intelligent lighting design, design that holistically integrates daylight with supplemental light and controls. Our designers work closely with owners and architectural teams to optimize the integration and control of natural and electric lighting for energy-effective designs of the highest excellence.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed (which includes religious dress and grooming practices), color, citizenship, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, familial and marital status, sex (which includes pregnancy, childbirth, breastfeeding, and related conditions), gender, gender identity, gender expression, age, sexual orientation, military or veteran status, domestic victim status, caregiver status, or any other consideration made unlawful by federal, state or local laws, ordinances, or regulations. Horton Lees Brogden Lighting Design takes affirmative action in support of its policy to and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.