Job Title: Contract Administrator
Reports to: Director of Contract Management
Purpose: To assist the Director of Contract Management to effectively manage the company’s contracts to ensure Pacific Ethanol and its suppliers, partners, and other counterparties are adhering to the commercial and legal terms of the contract. To ensure corporate records and contracts are effectively stored, organized, and readily accessible in accordance with company SOPs.
Environment: Pacific Ethanol is the leading producer and marketer of low-carbon renewable fuels in the western United States. Pacific Ethanol owns eight ethanol production facilities, four in the Western states of California, Oregon and Idaho, and four in the Midwestern states of Illinois and Nebraska. The plants have a combined production capacity of 475 million gallons per year, produce over 1 million tons per year of ethanol co-products such as wet and dry distiller grains, wet and dry corn gluten feed, condensed distillers solubles (CDS), corn gluten meal, corn germ, corn oil, distillers yeast and CO2. Our mission to become the industry leader in the production and marketing of low-carbon renewable fuels.
The following is a list of major duties and responsibilities for this position along with certain supportive duties. It is not all-inclusive. Other duties and responsibilities may be added as needed and in addition; and, management may modify this job description as needed.
Essential Duties and Responsibilities:
- Under the close direction of the Director of Contract Management, the Contracts Administrator will serve as the primary system administrator for the company’s newly implemented Novatus Contract Lifecycle Management System (CLMS). Responsibilities include:
- Review and abstract key terms and commitments within executed contracts.
- Enter and maintain accuracy of key contract information in the CLMS.
- Schedule alerts & notifications to prompt key stakeholders as to pending expiration/renewal dates and due dates for key deliverables.
- Train employees on the use of Novatus to promote a self-service environment. This includes creation of requisitions, approval of contracts, messaging within the solution, and retrieval of documents and relevant information when needed.
- Serve as the primary point of contact for contract status questions and the like.
- Collaborate with contract owners and project leads to ascertain the viability of contracts and the potential need for extensions and/or termination of contracts. Assist in processing contractual amendments when required.
- Provide administrative support to the Legal Department, including maintenance of minute books and other corporate records, as needed.
- Assist in developing, formalizing, communicating, and implementing effective change management in support of a companywide document retention policy.
- Other tasks as may be assigned.
- Minimum of 1 year experience in drafting, managing, negotiating, and administering contracts and other documents.
- Paralegal certification preferred.
- Working knowledge of ethanol industry preferred.
- Ability to review and analyze contract terms, and identify key terms and deliverables.
- Effective and concise communication skills, both written and verbal.
- Ability to interact with internal team members and outside suppliers in a collaborative manner.
- Detail oriented with emphasis on producing accurate, high quality work product.
- Ability to work independently and proactively to identify problems and seek out solutions.
- Thorough understanding of legal terminology, e.g. indemnification, limitation of liability, force majeure, etc. is preferred.
- Highly trainable and is receptive to direction and constructive feedback.
- Technically inclined and comfortable using Outlook, Excel, Word (redline functionality), internet.
- Ability to multitask whilst managing the workload and meeting client commitments.
The physical requirements of this job are consistent with the typical office job. This may include long periods of sitting while using a computer or phone, and standing while filing.