Contracts Administrator

About Us

Helpware is a technology-driven company with offices in the USA, Ukraine, Mexico, and the Philippines which provides Customer Experience & Operational Support for modern companies. Our team of professionals is driven by the purpose of providing best-in-class value-adding services to our partners by leveraging our empowered teams, innovative solutions, and technologies.

Our Manila and Cebu, Philippines Team is growing and we're looking for an experienced Contracts Administrator to join our Helpware team.

Position Overview:

The Contract Administrator supports the administration and execution of contracts by managing contract intake, preparing documents using approved templates, maintaining contract records, coordinating signature workflows, tracking deadlines, and providing status reporting. This role ensures contracts move efficiently through their lifecycle, maintains accurate documentation and version control, and serves as a key liaison between internal stakeholders, Legal, Revenue Operations, and Accounting while supporting process consistency and compliance.

Key Responsibilities:

• Contract intake and internal coordination

• Monitor the contract request queue, log new requests, and keep statuses, owners, and deadlines current.

• Collect required information from internal stakeholders, including the client entity, agreement type, project or search name, approved commercial terms, signatory details, and requested timing.

• Use standard checklists to confirm that required information and approvals are present before an agreement moves to the next step.

• Route questions, client edits, and nonstandard requests to the Director of Legal & Revenue Operations and track follow-up until direction is received.

• Provide timely internal status updates and reminders so time-sensitive requests continue moving.

• Document preparation and version control

• Populate approved agreement templates using deal terms and instructions supplied by the appropriate internal owner; do not independently revise legal or commercial language.

• Prepare clean working copies, apply basic formatting, organize exhibits and attachments, and support document comparisons or Track Changes when directed.

• Maintain consistent file names and version history so the current draft, client redline, approved copy, and executed agreement are easy to identify.

• Perform administrative quality checks for names, entities, dates, commercial fields, signature blocks, and attachments, and flag missing or inconsistent information.

• Prepare routine internal notes, status summaries, and transmittal language; substantive client facing contract communication will be handled by the Director or another designated internal owner.

• Execution, administration, and contract lifecycle

• Prepare agreements for signature, verify recipients and signing order, and route and monitor signature workflows through DocuSign.

• Track outstanding signatures, send internal reminders, and help confirm agreements are fully executed before kickoff or market activity begins.

• Maintain the contract repository and tracker, including drafts, redlines, approvals, final agreements, status, and key administrative dates or fields identified by the Director.

• Coordinate the executed-agreement handoff to Accounting and Revenue Operations so invoicing and reporting reflect the final approved agreement.

• Support amendments, extensions, search closeouts, vendor or client onboarding documentation, and other contract-related administrative requests while handling confidential information with care.

• Tracking, reporting, and process support

• Prepare routine status reports on open requests, outstanding signatures, aging items, and upcoming deadlines.

• Maintain templates, checklists, process guides, and standard folders as directed.

• Follow up with internal owners on missing information, approvals, signatures, and handoff requirements; escalate overdue or blocked items.

• Identify straightforward opportunities to improve organization, reduce manual follow-up, and keep administrative workflows consistent.

Qualifications:

• Bachelor's degree in Business Administration, Legal Management, Paralegal Studies, Finance, or a related field preferred.

• 2+ years of experience in contract administration, legal operations, document management, sales operations, or a related administrative role.

• Experience coordinating contract workflows, approvals, and document execution processes.

• Proficiency with Microsoft Office Suite, particularly Word, Excel, Outlook, and SharePoint.

• Experience using DocuSign or similar electronic signature platforms.

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Exceptional attention to detail and accuracy in document preparation, data entry, and record maintenance.

• Strong written and verbal communication skills with the ability to work effectively across teams.

• Ability to maintain confidentiality and handle sensitive business information with discretion.

• Demonstrated ability to follow established processes, checklists, and compliance requirements.

• Experience with contract management systems (CMS), CRM platforms, or workflow tracking tools is a plus.

• Continuous improvement mindset with the ability to identify and implement process efficiencies.