Contracts Specialist |
| Location: | Tampa, FL | | Salary Range: | Competitive Package | | Exempt/Non-Exempt: | Exempt | | Benefits: | Excellent Benefits | | Employment Type: | Full Time | | Department: | Contracts | | Description: | Pilgrim Software, Inc. is a world-leading provider of Enterprise Risk, Compliance and Quality Management software solutions for highly regulated industries. Pilgrim has pioneered effective, integrated software solutions for the Life Science industries, as well as manufacturers in the automotive, aerospace and defense, and other non-FDA regulated industries. Pilgrims reputation for excellence in innovation has attracted an impressive portfolio of global customers. More than a half-million end-users employ Pilgrim products every day to meet the diverse challenges of the worlds highly competitive marketplace. Pilgrims fully Web-based, integrated solutions help businesses centrally manage domestic and international operations to ensure product safety and compliance, reduce manufacturing costs and improve customer satisfaction.
The position of Contracts Specialist will perform specialized, confidential and diverse work for the Sr. Legal Counsel, which includes Regulatory and Compliance, Contracts, Human Resources and other legal matters; create and maintain filing systems; review, revise and negotiate all manner of customer and vendor contracts under supervision of Sr. Legal Counsel. Three (3) to five (5) years progressively responsible experience in contracting procedures, procurement regulations and negotiating techniques, preferably in the software industry. | | Duties: | Each job duty is followed by the approximate percentage of time dedicated to each element.
a) Contracts Support 70 %
Objective: To support Contracts lifecycle through tasks which may include creation, review, revision, negotiation, and management of various customer, vendor, and corporate contracts.
Receive, log, review and revise a variety of contracts, including but not limited to nondisclosure, employment, software and services sales, Schedules, maintenance agreements, and partner and reseller agreements.
Ensure required documents and information are exchanged and transmitted promptly and efficiently in accordance with specific terms of the contract.
Protect the financial and legal interests of Pilgrim.
Arrange meetings and phone conferences; maintain schedules and appointments.
Track status and progress of contracts within system. Implement and coordinate system for contracts review and approval.
Manage and improve the Contracts Management Process.
Draft policy and procedure guidelines for department policy manual.
Analyze various customer requests for proposals (RFP).
Monitor Contracts for Compliance.
Assist internal clients, such as Vice Presidents, Directors, Account Managers, and Project Managers in resolving contractual problems as may be required.
Development and update of Standard Contract language.
Enter and maintain contract and data in the Contracts Database.
Enter and maintain all templates in the database.
Organize tasks and determine priorities in order to meet assigned deadlines and effectively complete work assignments.
Maintain tickler files and follow up on due dates and perform other monitoring functions to ensure timely completion of work; follow up to obtain executed original documents from customers; and, retrieve, update and provide files to staff upon request. Scan documents for entry into PDF files.
Assist Sr. Legal Counsel by performing special assignments or projects including researching and compiling information.
Assist in any other contract administration and Legal / Contracts Department management duties as may be required.
b) Escrow and Trademark Management 5%
Filing and maintenance of escrow and trademarks.
Maintain, manage and reconcile escrow and trademark filings and payments.
Generate monthly reports for Sr. Legal Counsel for all escrow and trademarks.
c) Research 15%
Conduct legal research and create memoranda, as required, through online and Westlaw databases.
Generate necessary information for handling new matters, assign file numbers, and enter information into the department database; prepare monthly reports, to include status of assignments and to identify assignments to be closed.
Access information from databases such as Salesforce.com.
Draft pleadings and supporting documents as required, giving particular attention to confidentiality.
Review and updating insurance coverages responsive to needs.
d) Administrative 5%
Maintain and update Legal Department intranet website and respond to incoming queries.
Answer telephones and screen calls, as required; answer to refer inquiries and provide information as appropriate; make telephone calls to customers and document same, where required.
Handle routine department correspondence.
Establish and maintain courteous, professional and effective working relationships with those contacted during the course of work.
e) Other Duties as Assigned 5%
Other tasks related to the department, such as special projects or research, will be completed as assigned, including but not limited to commercial litigation, employment, corporate and international issues.
| | Qualifications: | Minimum Educational Requirement
Bachelors Degree, Law office / software licensing and services contracts experience.
Optimum Educational Attainment
Legal Assistant or Paralegal, with business / corporate specialization.
Minimum Skill and Experience Requirement
The individual must possess strong skills in the following:
Special knowledge of legal and regulatory terminology, legal and regulatory forms.
High level of organization.
Must be competent with Microsoft Office programs, including Word, Outlook and Excel.
Must be familiar with Salesforce.com and Westlaw Databases.
Ability to perform legal research with limited tools.
Must be extremely pro-active, self-sufficient, organized and able to exercise sound professional legal and business judgment.
Sense of urgency, excellent communication, and sound conflict resolution skills.
Excellent organizational skills, ability to work under stress, and accuracy and attention to detail.
Optimum Skills or Background
Knowledge of or experience with the following will lead to job success:
Ability to adapt and handle in a constructive, non-disruptive manner all business, organizational, and interpersonal changes or stresses
Adapt, with little or no notice, to changes in how business is conducted and accomplished.
Accept and perform in a timely, effective manner.
Work assignments that are outside the day-to-day routine, and as requested by direct manager and/or management team.
Location
The regular duties of this position will take place at the company headquarters in Tampa, Florida.
Equal Opportunity Employment M/F/D/V |
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