Contracts and Legal Operations Specialist

Position Title: Contracts & Legal Operations Specialist  

Position Location: Remote - work virtually from anywhere in the United States 

Salary 

DLB recognizes salary ranges from job boards do not necessarily reflect our pay ranges.  In many instances we out-compete those ranges for well-qualified candidates.  

Job Summary 

The Contracts & Legal Operations Specialist focuses on contract administration and compliance, ensuring the company's legal and operational processes run smoothly.  Responsibilities include drafting, reviewing, redlining and managing contracts and NDAs while ensuring compliance with client, legal, regulatory and company-specific requirements.  The role involves assisting in dispute resolution and preparing for audits, while continuously optimizing systems and providing training to internal teams.  This person interacts with all departments in the firm and reports to the Contracts & Insurance Senior Specialist, while also working closely with General Counsel. 

The Contracts & Legal Operations Specialist receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments.  Will execute and assist team leadership on projects, tasks or assignments of complex scope.  Will work independently or under limited supervision. 

The Contracts & Legal Operations Specialist will communicate and operate in line with organizational goals and values, as well as departmental objectives.  

Essential Functions 

Contract Administration, Legal Review and Compliance (90%) 

• Draft and Review Contracts / Legal Documentation: Prepare, review and assist in negotiating NDAs and contracts with clients, subcontractors, vendors or other stakeholders to ensure terms are clear, compliant and favorable to the organization.   

• Contract Compliance: Ensure that all contracts adhere to client, legal, regulatory and company-specific requirements, including timelines, deliverables and obligations.  Manage and update client information portals, including annual requirements.  

• Amendments and Renewals: Coordinate and oversee contract changes, renewals and extensions while maintaining accurate records of contract terms and conditions.  

• Contract Documentation: Organize and maintain records of contracts, including version history and document iterations, to ensure easy access, accurate change tracking and audit readiness. 

• Stakeholder Communication: Act as a liaison between the company and external stakeholders (clients, attorneys, vendors, brokers) to clarify contract terms, address concerns or negotiate conditions.  

• Legal Review: Coordinate contract review with legal or insurance teams to identify potential liabilities, uninsurable items or gaps in coverage and foster collaboration in effort to agree on mitigation strategies.  

• Dispute Resolution: Coordinate dispute resolution related to contract terms, insurance coverage or claims by interpreting contract language and coordinating with legal or insurance teams.  

Reporting and Process Improvement (10%) 

• Audit Preparation: Prepare documentation for internal or external audits related to contracts and insurance to ensure that all requirements are met, and no gaps exist in compliance.  

• Reporting: Provide regular reports to management on the status of contracts compliance.  

• System Optimization: Develop or refine systems for contract tracking to improve efficiency, reduce errors and ensure better compliance monitoring.  

• Training and Education: Provide guidance to internal teams on contract best practices and insurance requirements, including preparing and administering training, to ensure all parties are aligned and knowledgeable.  

Completion of Assigned Tasks and Deliverables on Time and on Budget 

• Performs Other Related Duties as Assigned 

Position Requirements (Intermediate level for all the following unless otherwise noted) 

• Knowledge of contract law, legal terminology and regulatory compliance requirements to ensure contracts are legally sound and align with company policies. 

• Knowledge of internal and external audit requirements, contract and insurance regulations and best practices to ensure complete readiness and no compliance gaps. 

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology. 

• Skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam). 

• Skilled in drafting, reviewing and negotiating contracts with clients, subcontractors and vendors to secure favorable terms and manage any changes, amendments or renewals. 

• Skilled in developing and refining systems for tracking contracts and insurance documentation, optimizing processes to improve efficiency and reduce errors. 

• Skilled in using artificial intelligence, machine learning and generative artificial intelligence. 

• Skilled in completing assignments accurately and with attention to detail. 

• Skilled in typing with minimal errors. 

• Skilled in redlining contracts using track changes in Microsoft Word or comparable tools. 

• Skilled in e-signature platforms such as DocuSign or Adobe Sign for routing and executing legal agreements. 

• Ability to interpret and apply legal language independently, exercising professional judgment without routine escalation to counsel. 

• Ability to identify potential risks in contracts or insurance coverage and resolve disputes effectively by collaborating with legal and insurance teams.  

• Ability to ensure all contracts and insurance documents are accurate, up-to-date and compliant with legal and company requirements. 

• Ability to communicate effectively in both oral and written form (technical and non-technical information) with internal teams and external stakeholders (clients, vendors, insurers), providing guidance on best practices and ensuring alignment with contract and insurance requirements. 

• Ability to maintain confidentiality and handle sensitive information.  

• Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction free workspace. 

• Ability to maintain neat, orderly, complete documents and project files. 

• Ability to analyze and prepare documents, reports and correspondence. 

• Ability to work successfully as a member of a team and independently with supervision.  

• Ability to work under pressure and meet close deadlines. 

• Organizational skills, with the ability to manage multiple tasks simultaneously, and adapt to changing business requirements as necessary. 

Physical Demands   

The following physical demands must be met by the employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

While performing the duties of this job, the employee is 

• Frequently required to remain in a stationary position 

• Frequently moving through home office 

• May occasionally lift up to 20 pounds 

Travel Requirements 

• Up to 5%, this may include travel to any or all 50 US states  

• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc. 

Education / Experience 

• Minimum of seven years of contract experience in a professional consulting services environment within construction or engineering.  

• Paralegal certificate, paralegal experience or equivalent legal operations experience preferred.  

• A degree in paralegal studies, business, legal studies or a related field may be substituted for up to two years of experience 

Benefits

DLB Associates offers a very competitive benefits package; highlights include

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
• Flex spending accounts (FSA)
• Dental and vision plans
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
• 401k with company match and self-directed brokerage account option
• PTO including additional paid time off during the last week of the year
• Company paid life insurance coverage for employees and their eligible dependents
• Short and long-term disability, AD&D coverage
• Professional development opportunities, tuition reimbursement and professional licensing assistance
• Paid parental leave after one year of employment

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is DLB's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

DLB Associates is an EEO/Affirmative Action Employer and participates in the E-Verify program with the Department of Homeland Security. We encourage diversity in our workforce.

Are you ready to challenge yourself and redefine standards in the AEC industry? Apply now and join our award-winning team!​

​NOTICE TO THIRD PARTY AGENCIES:

DLB does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to DLB in the absence of a signed Service Agreement where DLB has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of DLB and DLB will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.