Sr. Contracts Administrator

We offer great benefits, a competitive salary, and growth opportunities. We think you’ll find what you want here because what we do matters—to us, our customers, and most of all, our team members.

Job Location: Gainesville, VA

About the Role

Under general direction, the Senior Contracts Administrator supports the full lifecycle of customer contracts. This includes business-focused drafting, reviewing, negotiating using approved templates and guidelines, coordinating internal approvals and contract execution, tracking renewals and pricing updates, maintaining accurate records, and escalating legal terms, legal review, and legal negotiation to Legal.

Responsibilities

• Contracts Administration
  • Draft standard contracts using approved legal templates.
  • Draft and submit amendments and non-standard contracts to M-Files (or other designated contract review intake platform) for Legal review, while engaging Business Unit review of scope, services, pricing, operational requirements, and customer-specific business terms as needed.
  • Participate in internal and external customer calls during the contract drafting and negotiation processes to support business intake, scope confirmation, pricing, operational details, and documentation status.
  • Work with Business Units and participate in internal and external customer calls to enhance offerings, strengthen business relationships, align customer requirements with VSN offerings, assist with renewal efforts, and ensure accurate documentation of agreed business terms.
  • Collaborate with Legal and Business Units to clarify, simplify, and enhance the contractual experience by ensuring all services, pricing, operational terms, customer intent, and required documentation are captured on the first pass and all documentation is in place prior to offering new services.
  • Escalate legal questions or requested changes to legal terms to Legal.
  • Maintain Contract Summaries and M-Files records.
  • Generate reports on contract status, expirations, renewal activity, pricing updates, and compliance metrics.
  • Work cross-departmentally to support contractual and renewal price adjustments; ensure alignment and accuracy in pricing updates across accounts.
  • Process Certificate of Insurance (COI) requests from customers with Risk Management, ensuring COIs meet contractual obligations and maintain the Vector Security Networks COI database.
  • Escalate insurance coverage or legal obligation questions to Risk Management or Legal.
  • Perform business-related research on customer contract terms as needed; escalate legal interpretation of contract terms to Legal.
• Compliance Administration
  • Maintain contract records, both physical and electronic.
  • Participate in meetings and provide regular communication updates regarding business process compliance priorities, changes to policy and procedure, and other pertinent issues tied to the timely processing and execution of customer contracts.
  • Submit updates to contract procedural manuals in accordance with both VSN Business and Legal process objectives.
  • Work with Contracts Manager to develop and maintain business administration controls for contractual documents.
  • Assist with tracking and maintaining data security documentation requirements at the direction of Legal.
  • Execute the “Termination for Failure to Pay” process to ensure timely termination of defaulted accounts.
  • Manage the Customer Cancellation process in collaboration with other departments.
  • Assist with recurring billing audits to ensure alignment with Sales Contract compliance of business terms and pricing.
  • Lead VSN initiatives related to contract renewals and automatic fee increases for customers as directed.
• Special Projects
  • Ad-hoc reporting.
  • Provide back-up support for others in the department as needed.
  • Provide additional training to other groups on the basics of Contracts Administration, its processes, and policies.

Requirements

• College Degree or High School Diploma and equivalent experience in a related field.
• 2-3 years of relevant contracts or business operations experience.
• Advanced customer service/account management and/or sales/business administration skills.
• Excellent time management, prioritization, and organizational skills.
• Solid understanding of industry and product/service offerings (preferred).

Skills

• Communication/Interpersonal Skills: Ability to communicate and work effectively with individuals on multiple teams, gathering data and providing timely updates across the division.
• Analytical/Organizational Skills: Ability to effectively manage large amounts of data and multiple projects while meeting all deadlines.
• Ability to Work Independently: Ability to independently assess when to escalate to management; demonstrates initiative and sound judgment in a fast-paced environment. Proactive in engaging with the dynamics of each account.
• Strong Computer/Software Proficiency and MS Office skills: Experience with contract systems (preferred).
• Confidentiality: Ability to maintain both company and client confidential information.
• Industry/Job Knowledge: Strong knowledge of the industry and VSN’s products and services (preferred) to offer enhanced support and proactive solutions.

Benefits

• Competitive compensation with incentive eligibility.
• Medical, dental, and vision coverage.
• HSA/FSA programs.
• Company-paid life and AD&D insurance.
• Company-paid short- and long-term disability.
• Voluntary benefit products.
• 401k retirement savings plan after 60 days.
• 7 Company Holidays, plus 2 Floating holidays of your choice.
• Paid Time Off.
• Tuition reimbursement.
• Employee Assistance Program (EAP).

About Us

We are one of the largest security integrators in the country and have proudly been installing innovative security and smart automation solutions in homes and businesses for more than 50 years. Our purpose is to make our world more secure, connected, and empowered, one customer at a time. Our values: Win as a team. Do the right thing. Make a difference every day. Get it done. Think big. If you share these ideals, we'd love to hear from you!