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Contract Execution/Database Associate

Vialto Partners
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The Contract Execution/Database Associate is responsible for overseeing the contract lifecycle process, ensuring efficient execution, management, and storage of contracts in the Vialto’s contract management system or similar database platforms. This role involves coordinating with internal stakeholders, maintaining accurate records, and ensuring compliance with organizational policies and regulatory requirements.

Responsibilities for this position include but are not limited to: 

  • Contract Execution
  • Manage the end-to-end contract execution process, ensuring timely review, approval, and signature.
  • Liaise with stakeholders, including legal, procurement, sales, and finance teams, to ensure compliance with contract terms and corporate policies.
  • Monitor the progress of contracts through the execution process, proactively addressing delays.
  • Verify the accuracy and completeness of contract details before final execution.

 

Contract Database Management

  • Maintain the designated contract repository, ensuring all executed contracts and related documents are accurately uploaded and organized.
  • Establish and implement best practices for metadata tagging, indexing, and document retrieval to ensure quick and accurate access to contracts.
  • Regularly audit the contract database to ensure data integrity, completeness, and compliance with record-keeping policies.
  • Assist in transitioning from legacy systems to modern digital platforms, if applicable.

Compliance and Reporting

  • Ensure that all contracts adhere to legal, regulatory, and company standards.
  • Prepare regular reports on contract statuses, key dates (e.g., renewals, expirations), and compliance metrics for leadership and stakeholders.
  • Support audits by providing necessary documentation and reports from the contract database.

Process Improvement

  • Identify opportunities to streamline and improve contract management workflows.
  • Collaborate with IT and other departments to optimize the system or other database platforms.
  • Provide training to stakeholders on contract execution processes and database usage, ensuring adherence to organizational policies.

Competencies

  • Excellent communication and interpersonal skills for effective collaboration.
  • Analytical mindset with the ability to identify process inefficiencies and recommend improvements.
  • High degree of integrity and discretion in handling confidential information.
  • Ability to prioritize and manage multiple tasks in a fast-paced environment.

 

Qualifications 

  • Bachelor’s degree in Business Administration, Law, Information Management, or a related field.
  • 2+ years of experience in contract administration, database management, or a similar role.
  • Familiarity with contract management systems (e.g., SAP, DocuSign, ContractWorks).
  • Strong organizational and data management skills, with keen attention to detail.
  • Knowledge of contract law and corporate governance standards is a plus.
  • Proficiency in MS Office Suite (Excel, Word, PowerPoint), Google Workspace, and database tools.

 

Additional Information

  • Full-time
  • Remote
  • Compensation $54,000 - $81,700. Individual salaries are based on education, geographic location, and alignment to the market data.

We are an equal opportunity employer that does not discriminate on the basis of any legally protected status.

Please note, AI is used as part of the application process.