Procurement Career Paths

Job Title: Contract Assistant

Location: [Insert location]

Reports to: [Insert name and title of supervisor]

As a contract assistant, the main responsibility is to reconcile contracts with company data. This means reviewing written documents and proposing alternatives or additional drafting as needed.

Key Responsibilities: 

• Assists in developing negotiation strategies for major procurement deals by doing things like research and schedule preparation.
• Drafting solicitation and purchase order documents.
• Helps in reviewing and preparing Requests for Proposals (RFPs).
• Analyzes proposals.
• Assists in contract administration tasks.
• Assists higher-positioned contract officers.
• Handles contracting support tasks.
• Maintains records of contracting activities.
• Collects, summarizes, and analyzes data needed for contract purposes.
• Responsible for a variety of administrative duties to support other contract professionals.

KPIs for this role

• Contract organization: The organization of contracts to keep contract management efficient.
• Risk Management: Assessing the risks in daily duties that fall under the responsibilities of the contract assistant and minimizing or preventing them.
• Monitoring contracts: Being an extra set of eyes for other contract professionals when it comes to how contracts are doing and what benefits or downsides a contract may have.
• Administrative actions: Effectiveness in planning and organizing data that have to do with contracts and contract management.
• Job Knowledge: It is important to have the knowledge needed to be effective at being a contract assistant as it becomes easier to spot something wrong within contract processes.
• Responsiveness: Being able to respond quickly to assigned tasks on time.
• Communication: Can communicate effectively to all parties involved concerning contract-related matters.

Key Skills and Qualifications: 

• Bachelor’s or Associate Degree in Business, Business/Administration, Education, Marketing, Associates, Accounting, Finance, Administration, Law, Management, or other related field.
• MS Office fluency.
• Accounting and financial management.
• Familiarity with basic data management through the use of spreadsheets.
• Contract review and daily management.
• Knowledge in contract drafting and negotiations.

• Assists in developing negotiation strategies for major procurement deals by doing things like research and schedule preparation.
• Drafting solicitation and purchase order documents.
• Helps in reviewing and preparing Requests for Proposals (RFPs).
• Analyzes proposals.
• Assists in contract administration tasks.
• Assists higher-positioned contract officers.
• Handles contracting support tasks.
• Maintains records of contracting activities.
• Collects, summarizes, and analyzes data needed for contract purposes.
• Responsible for a variety of administrative duties to support other contract professionals.

• Attention to Detail: Contract assistants have to be meticulous to ensure contract document accuracy and regulation compliance.
• Organizational Skills: Strong organizational abilities are a necessity for efficient contract management and maintenance.
• Analytical Skills: Contract assistants must analyze contract terms and conditions to ensure they meet organizational and legal requirements.
• Communication Skills: Effective communication is needed to discuss contract terms and resolve issues with suppliers, higher-ups, and other involved parties.
• Research Skills: Data gathering on vendors, market trends, and regulatory requirements is needed as a contract assistant.
• Time Management: Managing time needed for specific contacts or tasks is important, as well as knowing which ones to prioritize.
• Problem-Solving Skills: Contract assistants should be able to identify and resolve problems encountered during contract management.
• Computer Skills: Proficiency in software like Microsoft Office and contract management systems is important for record maintenance and generating reports.

• Contract organization: The organization of contracts to keep contract management efficient.
• Risk Management: Assessing the risks in daily duties that fall under the responsibilities of the contract assistant and minimizing or preventing them.
• Monitoring contracts: Being an extra set of eyes for other contract professionals when it comes to how contracts are doing and what benefits or downsides a contract may have.
• Administrative actions: Effectiveness in planning and organizing data that have to do with contracts and contract management.
• Job Knowledge: It is important to have the knowledge needed to be effective at being a contract assistant as it becomes easier to spot something wrong within contract processes.
• Responsiveness: Being able to respond quickly to assigned tasks on time.
• Communication: Can communicate effectively to all parties involved concerning contract-related matters.