[Remote] Contracts and Legal Operations Specialist

Note: The job is a remote job and is open to candidates in USA. DLB Associates is a premier engineering and consulting firm specializing in innovative, mission-critical solutions across hyperscale data centers, advanced infrastructure, and high-performance building systems. The Contracts & Legal Operations Specialist focuses on contract administration and compliance, ensuring the company's legal and operational processes run smoothly while drafting, reviewing, and managing contracts and NDAs. This role also involves assisting in dispute resolution and preparing for audits, while continuously optimizing systems and providing training to internal teams.ResponsibilitiesDraft and Review Contracts / Legal Documentation: Prepare, review and assist in negotiating NDAs and contracts with clients, subcontractors, vendors or other stakeholders to ensure terms are clear, compliant and favorable to the organizationContract Compliance: Ensure that all contracts adhere to client, legal, regulatory and company-specific requirements, including timelines, deliverables and obligations. Manage and update client information portals, including annual requirementsAmendments and Renewals: Coordinate and oversee contract changes, renewals and extensions while maintaining accurate records of contract terms and conditionsContract Documentation: Organize and maintain records of contracts, including version history and document iterations, to ensure easy access, accurate change tracking and audit readinessStakeholder Communication: Act as a liaison between the company and external stakeholders (clients, attorneys, vendors, brokers) to clarify contract terms, address concerns or negotiate conditionsLegal Review: Coordinate contract review with legal or insurance teams to identify potential liabilities, uninsurable items or gaps in coverage and foster collaboration in effort to agree on mitigation strategiesDispute Resolution: Coordinate dispute resolution related to contract terms, insurance coverage or claims by interpreting contract language and coordinating with legal or insurance teamsAudit Preparation: Prepare documentation for internal or external audits related to contracts and insurance to ensure that all requirements are met, and no gaps exist in complianceReporting: Provide regular reports to management on the status of contracts complianceSystem Optimization: Develop or refine systems for contract tracking to improve efficiency, reduce errors and ensure better compliance monitoringTraining and Education: Provide guidance to internal teams on contract best practices and insurance requirements, including preparing and administering training, to ensure all parties are aligned and knowledgeablePerforms Other Related Duties as AssignedSkillsMinimum of seven years of contract experience in a professional consulting services environment within construction or engineeringKnowledge of contract law, legal terminology and regulatory compliance requirements to ensure contracts are legally sound and align with company policiesKnowledge of internal and external audit requirements, contract and insurance regulations and best practices to ensure complete readiness and no compliance gapsKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminologySkill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)Skilled in drafting, reviewing and negotiating contracts with clients, subcontractors and vendors to secure favorable terms and manage any changes, amendments or renewalsSkilled in developing and refining systems for tracking contracts and insurance documentation, optimizing processes to improve efficiency and reduce errorsSkilled in using artificial intelligence, machine learning and generative artificial intelligenceSkilled in completing assignments accurately and with attention to detailSkilled in typing with minimal errorsSkilled in redlining contracts using track changes in Microsoft Word or comparable toolsSkilled in e-signature platforms such as DocuSign or Adobe Sign for routing and executing legal agreementsAbility to interpret and apply legal language independently, exercising professional judgment without routine escalation to counselAbility to identify potential risks in contracts or insurance coverage and resolve disputes effectively by collaborating with legal and insurance teamsAbility to ensure all contracts and insurance documents are accurate, up-to-date and compliant with legal and company requirementsAbility to communicate effectively in both oral and written form (technical and non-technical information) with internal teams and external stakeholders (clients, vendors, insurers), providing guidance on best practices and ensuring alignment with contract and insurance requirementsAbility to maintain confidentiality and handle sensitive informationAbility to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction free workspaceAbility to maintain neat, orderly, complete documents and project filesAbility to analyze and prepare documents, reports and correspondenceAbility to work successfully as a member of a team and independently with supervisionAbility to work under pressure and meet close deadlinesOrganizational skills, with the ability to manage multiple tasks simultaneously, and adapt to changing business requirements as necessaryParalegal certificate, paralegal experience or equivalent legal operations experience preferredA degree in paralegal studies, business, legal studies or a related field may be substituted for up to two years of experienceBenefitsChoice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)Flex spending accounts (FSA)Dental and vision plansComprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26401k with company match and self-directed brokerage account optionPTO including additional paid time off during the last week of the yearCompany paid life insurance coverage for employees and their eligible dependentsShort and long-term disability, AD&D coverageProfessional development opportunities, tuition reimbursement and professional licensing assistancePaid parental leave after one year of employmentCompany OverviewDLB Associates is an engineering consulting company - rendering and design for residential and commercial sectors. It was founded in 1980, and is headquartered in Eatontown, New Jersey, USA, with a workforce of 201-500 employees. Its website is http://www.dlbassociates.com/.