CONTRACTS GROUP – ADMINISTRATION ASSISTANT

Contracts Group – Administration Assistant

Location: Redwood City, California

Category: Data Sciences

Salary: Apply for details

Country: United States

Employment: Contract

Worksite: On-Site

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Job Description Contracts Group – Administration Assistant

The Opportunity The Legal Department is seeking a temporary Contracts Administrator to provide hands-on support for contract administration, contract lifecycle management, and day-to-day contracting operations. This role is well suited for a contracts or legal operations professional who enjoys owning process details, working across functions, and keeping a high-volume contract queue moving accurately and efficiently.

Reporting to the Contract Manager, the Contracts Administrator will support agreements from intake through signature and repository management. The role partners with Legal, Procurement, Finance, Clinical, Research, Human Resources, and other business teams to ensure requests are complete, approvals are obtained, CMS records are accurate, and stakeholders receive responsive service. The ideal candidate has practical corporate contract administration experience, strong systems aptitude, and excellent follow-through in a fast-paced life sciences environment.

• Review incoming contract requests for completeness, confirm required business information and supporting documents, and route requests in accordance with established intake and approval processes.
• Triage and assign contract requests to attorneys and contract managers based on agreement type, business area, priority, and defined workflow rules.
• Prepare routine agreements using approved templates and standard forms, including NDAs, statements of work, amendments, and other low-complexity agreements, and escalate non-standard requests for legal review.
• Coordinate internal approvals and contract execution activities, including DocuSign envelope preparation, signer validation, signature collection, and confirmation of fully executed agreements.
• Maintain complete and accurate contract records, metadata, versions, and supporting documentation in the Contract Management system (CMS) and contract repository.
• Track contract status, aging, key dates, renewals, and expirations; proactively follow up with business stakeholders and Legal team members to keep agreements progressing.
• Perform quality-control checks to confirm correct legal entity names, dates, attachments, signature blocks, approval records, and final document versions before activation and filing.
• Prepare recurring and ad hoc reports on contract volume, cycle time, queue aging, renewals, and other operational metrics; identify missing or inconsistent data.
• Support amendments, renewals, terminations, contract closeout, and ongoing repository maintenance, including linking related agreements and preserving an audit-ready record.
• Provide responsive day-to-day support to business users and Legal team members regarding contract intake, status, templates, signature processes, and CLM system usage.
• Assist with contract data cleanup, metadata validation, document organization, bulk uploads, and migration or implementation projects.
• Partner with Legal Operations and cross-functional teams to document procedures, improve workflows, maintain templates and guidance, and support user training.
• Handle confidential and sensitive information with sound judgment and in accordance with company policies and records-retention requirements.
• Contribute to special projects and other contract or legal operations activities as business needs evolve.

Additional Responsibilities And Role Evolution As a growing organization, the Legal Department continues to evolve to meet changing business needs. The responsibilities outlined in this job description describe the general nature and level of work performed and are not intended to be an exhaustive list.

The Contracts Administrator may take on additional assignments, projects, and responsibilities to support the Legal team and broader business objectives. Responsibilities may change or expand based on organizational priorities, business growth, process improvements, technology implementations, and evolving legal or regulatory requirements.

The successful candidate will demonstrate flexibility, adaptability, a service-oriented mindset, and a willingness to contribute beyond the core responsibilities of the position.

Required Skills, Experience And Education

• Associate or bachelor’s degree or equivalent relevant experience, paralegal training, or contract management coursework will be considered.
• 2+ years of experience in contract administration, legal operations, procurement operations, paralegal support, or a related corporate contracting environment.
• Hands-on experience supporting the contract lifecycle, including intake, template generation, approvals, electronic signature, tracking, and repository management.
• Experience using a CMS, contract repository, matter management, procurement, or similar workflow system; ability to learn new systems quickly.
• Working knowledge of common commercial contract documents and terminology, such as NDAs, master services agreements, statements of work, amendments, and consulting or vendor agreements.
• High degree of accuracy and attention to detail, with the ability to perform document and data quality-control checks.
• Ability to manage a high-volume queue, prioritize competing deadlines, and follow through with minimal supervision.
• Strong written and verbal communication skills and a professional, service-oriented approach when working with internal stakeholders.
• Proficiency with Microsoft Word, including document formatting and tracked changes, and Microsoft Excel, including sorting, filtering, and basic reporting.
• Ability to handle confidential information and exercise sound judgment.

Preferred Skills

• Paralegal certificate, Certified Commercial Contracts Manager (CCCM) coursework/certification, or related legal operations training.
• Experience in the biotechnology, pharmaceutical, healthcare, or life sciences industry, including familiarity with regulated or audit-sensitive environments.
• Experience supporting agreements commonly used in life sciences, such as clinical, research, consulting, vendor/supplier, confidentiality, or professional services agreements.
• Experience with DocuSign and a CLM platform such as Conga, Ironclad, Icertis, Sirion, Agiloft, LinkSquares, or a comparable system.
• Experience with contract reporting, dashboards, data cleanup, migrations, system testing, or process documentation

Equal Opportunity Employer

We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us(opens in new tab) directly so that we can explore the appropriate arrangements.

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The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.