Position Title: Business Assistant Contracts

Job Summary

Entry to mid-level Associate responsible for understanding the industry competitor landscape and preparing market reports for management. Supports corporate business development. Responsible for responding to all sales inquiries and requests for proposals (RFP writing experience preferred). Authors all proposals and maintains customer and potential customer books and records.  This individual works with stakeholders from all business units, clients, and industry associates.  Responsible for all corporate memberships and conferences. Works under the supervision of the VP of Business Development, functionally interacts and collaborates with all teams and managers to meet company’s goals. As representative of HDS, exemplary work ethic and professionalism is expected in the office and on any HDS event. This position requires a detail oriented and customer positive attitude with internal and external customers. The candidate will be privy to confidential information and is required to keep information confidential.  This role requires moderate traveling and COVID vaccination. 

Key Responsibilities

• Keep organized books and records of all contracts. 
• Manage pipeline of contract requests 
• Review contracts and identify language for escalated review. 
• Provide business review language and to attorney as needed. 
• Manage all back and forth correspondence internally with HDS departments, HDS Attorney and clients on status, follow up and communication. 
• Manage system of record and all file systems for copies  
• Prepare contract for execution with contract cover. 
• Manage all correspondence for executed contract. 
• Prepare summary and communicate summary to internal HDS department and HDS attorney 
• Manage pipeline of expiring contracts 
• Initiate communication with clients and HDS internal departments on expiring contracts 
• Prepare draft contracts with HDS template agreements per proposal for business and/or attorney review 
• Manage all amendments. 
• Manage correspondence and communications with client, HDS internal, HDS attorney to ensure timely management of requests. 

On Boarding / Terminiations

• Manage client on boarding records to ensure services and contractual obligations match. 
• Collect client contacts, billing contacts and users as required.  
• Collect contract Notices and Signature Blocks 
• Collect client users required MyHDS / eHP system access.  
• Ensure all CNDA documentation is executed. 
• Work with customer support in operations to ensure user access is complete. 
• Manage all requests for termination. 
• Work with customer support and business team to retain.  
• Identify with internal HDS departments to confirm termination criteria needed is in compliance financial obligations and with the contract. 
• Communicate termination internal process for software and ehp for de-activation of product, users, accounts, scripts.  
• Work with Business teams to ensure termination processes are documented for execution per contract/operations requirements. 

Contract Compliance

• Manage contract obligations/milestones for services, release of products, implementation  
• Manage contract compliance items and communicate compliance items/fees/and special requirements to operations and HDS departments 
• Follow up biannually on users sending compliance checks to ensure they are still with the agency and requiring access. 
• Update contacts as needed. 
• Manage contract Notices as needed. 
• Assist with contract audits. 

HDS Branding Marks

• Manage registration of corporate Marks and corporate Marks Library
• Assist with maintenance of copyrights. 

Proposals and RFPs

• Review and identify language for review from RFP initiate contract / contract language review. 
• Review language of existing contract to determine if proposed may be added or fits in the scope of agreement. Identify if a separate agreement is required.  

Working Experience 

• 4 + years’ related work experience  
• Command of writing (samples will be required) 
• Experience with CRM software packages a plus 
• Expertise level knowledge of the Microsoft Office product suite and Windows operating systems is required. 
• Working knowledge of technology planning for business solutions 

 Soft Skills 

• Decisive, self-motivated and capable of managing multiple projects and deadlines.  
• Team-player with the ability to work in a collaborative environment; 
• Excellent organization, presentation, and time management. 
• Exemplary verbal and written communication skills a must. 
• Excellent interpersonal and negotiation skills, ability to work with diverse personality types. 
• Creative and efficient in proposing solutions to complex, time-critical problems. 
• Strong analytical and problem solving skills with a high attention to detail. 
• Unwavering patience and the ability to interact with all users in a pleasant and courteous manner are absolute necessities; 
• Must have excellent and effective oral and written English communication skills to speak with both technical and non-technical personnel 

Education Requirements 

• Four year degree in business or a related field and or 2 years of relative experience