Contract Administration Liaison

The Contract Administration Liaison serves as a key liaison between the Legal Department and internal business units to facilitate the efficient intake, coordination, tracking, and administration of contracts and legal requests. This position is responsible for overseeing the contract request workflow from initiation through execution, monitoring contract expirations and renewal timelines, coordinating with stakeholders regarding upcoming projects and agreements, and ensuring all necessary information is collected for legal review and drafting.

The Contract Administration Liaison works closely with internal departments, paralegals, legal counsel, procurement, and leadership to support timely contract processing, improve communication, and maintain organized contract management processes.

JOB FUNCTIONS

Key Responsibilities

Contract Intake & Coordination

• Serve as the primary point of contact between internal departments and the Legal Department regarding contract requests and legal workflow processes, translating complex legal and financial terms for internal teams and stakeholders.
• Coordinate and oversee the intake and administration of contract requests, ensuring requests are complete and contain all required supporting documentation and business terms.
• Assist departments in preparing and submitting contract review requests by gathering pertinent information necessary for legal drafting and review.

Contract Review & Stakeholder Support

• Coordinate with paralegals and legal counsel to facilitate efficient review, revision, and execution of agreements.
• Follow up with internal stakeholders to obtain missing information, approvals, signatures, insurance documents, exhibits, or related materials.
• Provide customer-service-oriented support to internal departments regarding contract procedures, timelines, and status updates.
• Develop and maintain collaborative relationships with internal stakeholders to support seamless business operations, facilitate effective communication, and minimize organizational risk.

Contract Administration & Compliance

• Monitor and track contracts throughout the review, approval, execution, renewal, and expiration lifecycle.
• Identify potential contractual issues early, assist in negotiating key terms and conditions at the onset.
• Ensure that all requests adhere to internal corporate policies and procedures, and risk, tolerances.
• Proactively notify internal departments and Legal staff of upcoming contract expirations, renewals, amendments, and project timelines.
• Maintain organized electronic and physical contract files in accordance with organizational policies and records retention requirements.

Contract Tracking & Reporting

• Maintain contract tracking systems, databases, calendars, and reporting tools to ensure accurate contract status visibility.
• Generate reports, metrics, and status updates related to contract activity, turnaround times, renewals, and workflow management.

Legal Operations & Process Improvement

• Support process improvement initiatives related to contract administration, legal operations, and workflow management.
• Assist with special projects and other administrative or legal support functions as assigned by Legal Operations Director or General Counsel.

Additional Responsibilities

The duties and responsibilities described above are intended to provide a general overview of the position and are not intended to be an exhaustive list of all assigned duties, responsibilities, or activities. Employees may be required to perform other job-related duties as assigned to support departmental operations, organizational objectives, regulatory requirements, or patient care needs. Duties, responsibilities, and activities may change at any time with or without notice.

The Health Care District of Palm Beach County is an independent special taxing district that has served as a healthcare safety net for more than 36 years to fill in gaps in access to healthcare services. This unique healthcare system covers the entire county and provides a wide range of services such as nine community health centers (Federally Qualified Health Centers) which serve everyone regardless of ability to pay; school health teams in 172 public schools; a lifesaving Trauma Hawk aeromedical helicopter program; a rural, public teaching hospital, Lakeside Medical Center; an award-winning skilled nursing center; a ground ambulance program for Health Care District patients needing a higher level of care and the county's Trauma Agency, which ensures quality outcomes within the county's trauma system and leads initiatives to prevent traumatic injury.

We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, creed, religion, military or veteran status, age, sex, pregnancy status, genetic information, national origin or ancestry, citizenship, physical or mental disability, marital status, sexual orientation or identification status, or any other legally recognized category protected by jurisdictional, state or federal law. The information collected by this application is solely to determine suitability for employment, verify identity and maintain employment statistics on applicants.

We are also committed to maintaining a safe, healthy, and productive work environment for all employees. As such, we are a Drug-Free Workplace.

The Health Care District of Palm Beach County is an E-Verify participating employer and will use E-Verify to confirm the employment eligibility of all newly hired employees.

This role may require Agency of Health Care Administration (AHCA) background screening and clearance. As required under House Bill 531, applicants may review AHCA's education and awareness information at the following link: https://info.flclearinghouse.com/

Experience

• 3-5 years: Minimum of three (3) years of experience in contract administration, legal support, procurement, compliance, healthcare administration, or related administrative operations.
• 3-5 years: Experience working in a legal department, healthcare organization, or highly regulated environment preferred.
• 3-5 years - Preferred:
• Experience with contract lifecycle management (CLM) systems.
• Familiarity with legal terminology, procurement processes, or healthcare contracting.
• Experience developing reports, KPIs, or workflow tracking metrics.

Education

• Required: Associates Degree
• Preferred: Bachelors Degree in Business Administration, Legal Studies, Healthcare Administration, Public Administration, or a related field.