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Marts&Lundy Job Description
Contracts Administrator
Contracts Administrator
Reports to: Director, Client Relations
Supervises: N/A
Firm Overview
Founded in 1926, Marts&Lundy is one of the most experienced and trusted consulting firms serving mission-driven organizations around the world. For a century, we have partnered with nonprofits to shape ambitious visions, strengthen fundraising performance, and build the capacity needed for long-term success. Based in the United States, Australia, Canada, and the United Kingdom, our team brings deep experience across higher education, healthcare, independent schools, and arts and culture. We combine data-informed insight with practical, creative strategy to help our clients advance their missions and achieve meaningful results. Our integrated counsel spans campaign planning, board development, annual to transformational giving, strategic planning, prospect management, analytics, communications, and talent development. We believe in philanthropy’s power to transform not only the institutions we serve but the communities and causes they support. Marts&Lundy is committed to a culture of forward-thinking teams that implement today’s best solutions while developing tomorrow’s next innovation. Learn more at: http://martsandlundy.com.
Job Summary
The Contracts Administrator manages and coordinates all aspects of client contracting for the firm, ensuring a large portfolio of client agreements are executed accurately, efficiently, and in compliance with firm standards, client requirements, and applicable regulatory obligations. This role serves as a central steward of the contract lifecycle—from initial drafting through execution, renewal, and billing enablement—and plays a critical role in supporting timely client onboarding, financial integrity, and continuity of service. The Contracts Administrator drafts, reviews, and processes new contracts, amendments, extensions, and renewals; maintains complete and accurate contract records in Microsoft Dynamics CRM; prepares and submits required state filings and registrations; monitors contract status and renewal timelines; reviews and ensures compliance with client procurement requirements; and supports approved billing schedules.
As the firm's sole Contracts Administrator and a key member of the Client Relations team, this role requires independent ownership of contract operations while working collaboratively with colleagues across the firm. This position works closely with Client Relations, Finance, consultants, clients, contract vendors, outside counsel, and state agencies to manage contract activity, track status and deadlines, resolve issues, mitigate risk, and support accurate invoicing and a positive client experience. The Contracts Administrator also provides backup support to the Client Relations team, helping ensure continuity of service, responsiveness, and communication.
Key Responsibilities
Contract Administration and Execution
- Draft, review, track, and process contracts using established firm templates, including new agreements, extensions, addenda, and renewals.
- Review and negotiate client-provided contracts and procurement documents for alignment with firm standards; identify and escalate issues as appropriate.
- Communicate with clients and firm members to gather required information and ensure timely contract execution.
- Monitor contract execution progress and proactively follow up on outstanding items.Â
- Submit contracts to state agencies as required and track state-mandated waiting periods.
- Collaborate with outside counsel to maintain ongoing state registration and compliance requirements.
- Coordinate required supporting documentation, including certificates of insurance, vendor registrations, and state submissions.
- Monitor state filing requirements and renewal timelines to support compliance and uninterrupted operations.Â
- Maintain accurate, complete, and up-to-date contract and invoicing data in Microsoft Dynamics CRM PSA and SalesHub in alignment with approved billing structures.
- Prepare and provide monthly and ad hoc contract status reports.
- Support timely and accurate invoicing through effective contract tracking and data management.
- Deliver consistently high-quality, responsive service to internal stakeholders and external partners.
- Serve as a point of contact and liaison among firm team members, clients, attorneys, vendors, and state offices regarding contract matters. Â
- Collaborate with and provide backup support to the Client Relations team to ensure continuity of service, responsiveness, and communications.
- Perform other related duties as assigned.
- Bachelor’s degree or a minimum of five years of progressive administrative or contracts-related experience.
- Demonstrated experience working with business or professional services contracts; paralegal certification or formal contract training is a plus.
- Strong written and verbal communications skills, with the ability to work effectively with clients, vendors, and internal stakeholders.
- Exceptional attention to detail and commitment to producing accurate, complete, and error-free work.
- Sound judgment and ability to apply established processes and procedures, identify exceptions and potential risks proactively, escalate issues appropriately, and recommend process improvements when warranted.
- Demonstrated ability to work independently, prioritize competing demands, manage a high-volume workload, and take ownership of responsibilities while meeting deadlines in a fast-paced environment, adapting to changing business needs, and providing flexibility during peak workload periods when necessary.
- Advanced proficiency in Microsoft Word and Adobe Acrobat, including document formatting, editing, version control, and preparation of client-facing contract documents. Â
- Proficiency with Microsoft Teams and experience with Microsoft Dynamics CRM or comparable systems to manage records and workflows.
The salary for this position is $70,000-$80,000 annually, commensurate with experience. We offer a competitive compensation and benefits package that includes medical/dental/vision/life and disability, retirement, employee stock ownership plan, and a generous holiday/vacation policy. This is a remote position, and Marts&Lundy will provide the equipment and supplies necessary to perform the role effectively. Occasional travel  for firm-related business (e.g., firm-wide meetings, team retreats) is required and may include overnight and airplane travel.
We are committed to diversity and building an equitable and inclusive environment for people of all backgrounds and experiences. Marts&Lundy will not discriminate based on age, race, color, gender, marital status, sexual orientation, gender identity, national origin, or religion. We especially encourage members of traditionally underrepresented communities to apply, including women, people of color, LGBTQ+ and non-binary people, veterans, and people with disabilities.
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