Contracts Specialist

Contracts Specialist

Provide administrative support for the Contracts Services team at Hospital Housekeeping Systems, LLC, corporate office. Work involves contract coordination, RFP responses, project support, and customer service to internal and external clients across our key industries. Part-time position (20 hours per week (max 30)); performs responsibilities under supervision.

Responsibilities:

Contractual Annual Increase Support -

• Assist Team by maintaining and updating the central database of contractual annual increase terms and customer contact information 

• Transfer data to the monthly tracking sheet for increased letter creation

• Send monthly increase notification alerts to Operators

• Assist Team by performing routine follow-up status tracking/reporting/communication  

Contract Publication Support -

• Communicate quarterly contractual term/date reminders to internal Operators

• Process internal/external communication to clients for notification of applicable contract status

• Perform routine data entry, promoting effective contract maintenance (Google Applications, as well as Salesforce), upon request

Contract Request Support -

• Support Sales and Operations teams by assisting the team with recurring edits/changes to contract template documents for varying Company service groups and specific customer affiliation groups

• Company service groups: Healthcare & Senior Living

• Services: Housekeeping (EVS), Food and Nutrition (FNS), Integrated Facilities Management (IFM), Technology, Patient Transportation, Linen Utilization, Valet, and others 

• Document types: Assignment/Breach/Termination notices, Non-Disclosure Agreement (NDA), Letter of Intent (LOI), Letter of Agreement (LOA), Memorandum of Understanding (MOU), Service Level Agreement (SLA), Statements of Work (SOW), Master Service Agreement (MSA), etc. 

• Assist Team with contract edits/changes to contract documents for specific customer affiliation groups, utilizing Salesforce/Microsoft Word/Adobe/Google platform applications

Ad Hoc / Project Support -

• Perform daily administrative functions such as obtaining signatures, document scanning, distribution, mailing and general filing 

• Provide contract details and requested information/documents to Risk department for claim-based loss events

• Monthly - compile contractual purchasing responsibilities report and distribute to Strategic Sourcing VP

• Perform general tasks related to all contract administrative & reporting requests

• Assist with miscellaneous finance-related administrative & reporting requests

• Attend team meetings and assist with research projects as requested 

Qualifications:

• Minimum 3 years of administrative experience

• Bachelor’s degree or related experience

• Proven abilities to perform document version control in Word and Google platforms

• Experience working in a contracts administration support role

• Knowledge of standard service level contract terms and templates

Desired skills:

• Excellent writing and analytical skills to convey competitive strengths in RFP responses

• Organized and detail-oriented in managing responsibilities related to the RFP process

• Tech-savvy with various platforms to enable efficiency (Microsoft Word, Excel, PowerPoint, Adobe, Salesforce, DocuSign, and Google applications)

• Works independently in a fast-paced environment

• Understanding of basic/standard boilerplate contract terminology

• Possesses organization, attention to detail, multi-tasking, superior reading comprehension, and thorough editing skills in both Word & Adobe (grammar & format) 

• Strong data entry and reporting skills, and an avid user of a database (ideal: Salesforce specifically)

• Performs with minimal supervision (Managers work remotely)

• Ability to manage multiple projects, collaborating among Finance, Accounting, Sales, and Operations groups

• Team attitude: willing to work independently, cooperative, and willing to learn and understand the company’s processes, executive hierarchy, and operating structures

• Ability to handle confidential information in a professional manner

Important to Know

• Veterans and candidates with military experience are encouraged to apply.

• HHS is an Equal Employment Opportunity Employer committed to workplace diversity and inclusion. 

Who is HHS

HHS is a private, family-owned business dedicated to caring for its team members and providing honest, quality-driven customer service. Founded in 1975 as Hospital Housekeeping Systems, today HHS provides services including housekeeping, food, and facility management to nearly 1,000 customers across six industries. 

We are growing rapidly and seeking motivated leaders to join us for the next stage of our journey. We support and encourage growth from within and believe that we have countless future leaders in our organization who are waiting for their next opportunity. Our Diversity, Equity, and Inclusion (DEI) Team supports a work environment where individuals of all backgrounds are heard, respected, and encouraged to grow.