Job description
The Corporate Contracts Administrative Assistant provides administrative and clerical support to the Contracts Department and additional departments as needed. Assists with vendors’ and/or clients’ renewals, terminations, etc. Manages electronic files and databases to ensure timely action is taken.
This position will work a hybrid schedule: Mon/Tues/Thurs in the office at our corporate headquarters located in Anaheim, CA and Wed/Fri remote.
Essential Duties and Responsibilities:
- Save interdepartmental reports to appropriate electronic files/databases.
- Setting up meetings or events and coordinate lunch & learn.
- Maintain contract templates and ancillary list.
- Assist in keeping the Legal-Drive and other contracts storage databases organize and up to date on clients’/vendors’ status.
- Assist with new contracts preparation drafts as needed for Contracts Administrator or Legal Manager to review.
- Assists with vendors’ and clients’ renewals, termination, etc.
- Assists in drafting (from existing templates) and send out Internal Notices, Termination Notices, etc.
- Obtain a current up to date Certificate of Insurance and provide it to the client/vendor upon request.
- Maintain and create electronic files:
- Send document drafts to client for approval.
- Follow up with clients regularly until documents are approved by clients.
- Finalize agreements by preparing signature block.
- Coordinate with clients/vendors to obtain signatures by e-Sign or wet signature and mailing/emailing the fully executed copy of the agreements to clients/vendors.
- Run documents between authorized signer and Business Office.
- Coordinate schedules for onsite documents notarization process.
- Assist with subpoena production.
- Prepare printing labels.
- Performs additional duties and assumes additional responsibilities as identified by the supervisor for the efficient operation of WorkCare, Inc.
Job Requirements:
Education and Experience
- High school diploma or general education degree (GED) is required, Associate's degree preferred.
- A minimum of 2 years' administrative support experience is required.
- Administrative experience in the legal and/or healthcare field is preferred.
Skills and Competencies
- Excellent written and oral communication skills, including the ability to communicate effectively and project a professional image when communicating with internal employees and external customers (or other third parties).
- Must be able to demonstrate the ability of maintaining privacy and confidentiality.
- Strong critical thinking skills, problem-solving, and bring assigned tasks to completion.
- Must have the ability to gather data, compile information and prepare reports.
- Ability to manage multiple priorities (multi-tasks), with attention to detail and accuracy.
- Ability to create and edit written materials.
- Ability to communicate effectively to a variety of audiences.
- Skill in organizing resources and establishing priorities.
- Demonstrate cooperative behavior with colleagues, supervisors, and clients.
- Strong time management, organizational, and follow-through skills.
- Ability to meet and exceed daily and weekly individual performance goals.
- Ability to work independently as well as assisting other team members when needed.
- Requires regular and predictable attendance and punctuality.
Computer Skills
- Must be competent in the Windows operating system environment, Adobe Professional, Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and learn other software as needed.
- Knowledge of Westlaw or other law databases to perform legal research, and legal tracking software.
- Knowledge of Salesforce and DocuSign (or Adobe e-sign) is a plus but not required.
Physical Demands
- Requires sitting for long periods of time, working at a desk.
- Some bending and stretching could be required.
- Working under stress and use of computer/phone required.
- Manual dexterity required for use of computer keyboard.
- Occasionally may be required to stand, walk, stoop, kneel and/or crouch.
- May occasionally lift and/or move up to 15 pounds.
Work Environment
- Office environment conditions required (must be ready for meetings and conference call).
- The noise level is usually moderate.
- Air quality is good, and temperature is controlled.
- Work environment must be free from background noise and distraction, noise level is acceptable, temperature is controlled. At home set up must meet all Company IT, privacy, and safety requirements.
This position has a salary range of $19.00-$23.00 per hour. Compensation offered will be determined by factors such as location, level, job-related knowledge, skills, experience and qualifications.
Benefits for this position include paid time off; medical, dental, vision, and critical illness insurance; HSA, HRA, and FSA; life and disability insurance; EAP; 401K; legal and identify theft coverage; pet insurance and more.
All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other classification protected by applicable laws. WorkCare is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment.
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