Contracts Specialist

Contracts Specialist (Remote)

100% Remote | Full-Time | Up to USD $7/hour | Arizona Time Zone

Description

Our client is a US multi-brand residential and commercial roofing and exteriors group that operates across more than a dozen states through a family of regional brands, with a large share of its work driven by storm damage restoration and insurance claims. Contracts are how every one of those jobs actually happens: the installer agreement that lets a crew mobilize, the customer contract that has to carry the right disclosures for the state it is signed in, the certificate of insurance that has to be current for the whole of the work and not just for today. You would own the preparation, the review, the tracking, and the filing of all of it, supporting the Senior Contract Analyst.

This is a detail seat with real consequences. The group works through several regional brands in more than a dozen states, which means the same agreement is not automatically correct everywhere, and an installer who is compliant in one state may not be in the next one. The failures in this job are quiet ones: a redline that came back “clean” with the word “defend” removed from an indemnity clause, a certificate that expires three weeks before the project ends, and a version of a contract that nobody can prove is the executed one. None of those announce themselves. All of them surface later and expensively.

You will work directly with internal departments and with outside parties to move contracts through review and execution. This is a full-time remote role in US Eastern business hours. Three to five years in contract administration, compliance, or the construction industry is required, and roofing industry experience is strongly preferred.

Key Responsibilities

Contract Preparation and Drafting

• Assist with drafting, formatting, proofreading, and redlining company contracts and agreements
• Prepare contract packages using Adobe tools and standardized templates
• Format contracts in Microsoft Word so numbering, cross-references, and defined terms hold together across revisions
• Prepare documents for review and signature so nothing reaches an approver incomplete

Contract Review and Quality Control

• Review contracts for accuracy, completeness and consistency with company standards
• Compare returned versions against the company template and against the prior version, so every change is identified rather than assumed

• Check that figures, dates, entity names and defined terms agree across the agreement, its exhibits and its signature pages
• Redline in Adobe Acrobat and Microsoft Word so that every proposed change is visible and attributable

Installer Compliance Tracking

• Track, maintain and verify that contract requirements are being met by roofing installers
• Verify insurance certificates, licensing, tax documentation and signed agreements against what each project and each state actually requires
• Chase expiring and missing documentation before it becomes a mobilisation problem, not after
• Maintain the compliance tracker as the record the rest of the business relies on

Records, Version Control and Documentation

• Maintain contract records, version control and supporting documentation in company systems
• Keep an authoritative record for each agreement, with its status and its executed original clearly identified
• File supporting documentation so that any contract, certificate, or amendment can be produced on request

Risk Identification and Escalation

• Identify missing documentation or contract risks and elevate appropriately
• Flag terms that depart from company standards rather than accepting them quietly
• Raise what cannot be met as written, with the clause in hand, before anything is signed

Regulatory and Licensing Compliance

• Ensure contracts comply with applicable state regulations, licensing requirements, and company standards
• Confirm that the correct legal entity, licensing information and state-required contract provisions appear before a packet is issued
• Keep licensing and registration documentation current in the contract record

• Coordinate with internal departments and external parties to move contracts through review and execution efficiently
• Follow up on outstanding items until they close, and keep the people waiting informed of where things stand
• Maintain tracking spreadsheets and reporting that show status without anyone having to ask

Required Requirements

• Three to five years of experience in contrac