Legal and Contract Compliance Administrator in Nashville, Tennessee at Davidson Transit Organi
Explore Related Opportunities
Job Description
WEGO PUBLIC TRANSIT
JOB POSTING
Title: Legal & Contract Compliance Administrator
Job Purpose: This position will directly report to Chief Administrative Officer. In this role the candidate will be responsible for assisting in managing departmental compliance matters, legal documentation, regulatory filings, and administrative processes. This role works closely with multiple departments and external partners to help ensure company agreements, processes, and compliance obligations are handled accurately and efficiently. Strong organization, communication, confidentiality, and follow-through are key to success in this role.
TASKS:
- Review, coordinate, and assist with drafting legal and routine agreements, negotiation and administration of various legal and contractual agreements, including but not limited to: Memorandums of Understanding (MOUs), Non-Disclosure Agreements (NDAs), Warranty Agreements, Customer and Vendor Agreements, etc.
- Support legal case tracking, attorney correspondence tracking, risk management and insurance communications and documentation management
- Maintain patent and trademark records, filings, and renewals
- Support product recall documentation and reporting processes
- Coordinate compliance filings and tracking pertaining to regulatory matters.
- Maintain accident report tracking and report to interdepartmental areas, insurance, & outside counsel, when necessary
- Act as assistant custodian of records to ensure proper document retention and recordkeeping standards are properly maintained
- Collaborate with internal teams to resolve compliance-related issues and assess risk management
- Assist the HR, Procurement and Training administration teams with special projects and high-level administrative support.
- Attend various meetings, including pre-Bid/Proposal conferences and post-award debriefings.
- Prepare and organize various legal documents for upcoming internal investigations, cases and trials.
- Prepare affidavits and correspondence, discussing case details with attorneys and clients and organizing different files for different legal proceedings.
- Assist in the contract standardization process.
- Monitor for quality assurance all aspects of contract compliance and contract management process.
- Serve as a liaison between contractors, other departments, and other outside entities as required and as sist in resolving conflicts between contractors and WeGo Public Transit
- Prepare items for review in coordination with senior staff; support and develop of various board documents/actions for monthly meetings.
- Review, approve, and negotiate requests for change orders and contract amendments.
- Provide response for contract usage, budgeting, and other relevant contract information as needed for relevant departments and to satisfy legal and contractual requirements.
- Train internal customers and be a change agent on policies and procedures regarding procurement, human resources and contract compliance.
- Establish and maintain reporting cadence for the department.
- Summarizing cases and preparing reports for CAO and outside counsel.
- Conducting research, investigating facts and developing legal arguments around issues.
- Organizing and archiving the documents related to completed and ongoing cases.
- Keeping track of changes in legal framework and providing timely updates on changes.
- The responsibilities outlined above are representative of the role but not exhaustive. Additional duties may be assigned as needed, and reasonable accommodation will be provided to qualified individuals with disabilities in accordance with applicable laws.
Minimum Qualifications:
- 7-14 years’ experience working with contracts, developing legal documents, or developing compliance-related materials from either private or public industries.
- Bachelor degree and Certified Paralegal or J.D. required (submit degree/certification with resume)
- Experience with Contract Management software applications, Procurement, DBE/SBE Programs, HR, and federal regulations (i.e. FTA/FHWA/FAA)
- Exceptional attention to detail and organizational skills
- Ability to manage competing priorities
- High level of integrity and confidentiality
- Strong written and verbal communication skills
- Ability to research and comprehend new topics and regulations
- Proficiency in Microsoft Office, functional experience in dashboard analytics and AI tools
- Proactive mindset with strong follow-through and accountability
- Team-oriented attitude with a willingness to collaborate across departments
Skills:
The individual must be energetic, motivated, inquisitive, and passionate about following through on commitments. The ideal candidate is someone who can work independently and take ownership for tasks and deadlines but is also passionate about providing exceptional service in all interactions.
Advanced Computer skills (such as AI), Interpersonal and Oral and written presentation skills with high level of leadership competencies.
Successful candidate must have a verifiable work history that exhibits communication, professional growth, teamwork, and a supportive work environment. This role offers the opportunity to be part of a strong company culture with meaningful opportunities to learn and grow.
Perform Other Duties as Assigned
The principal duties are intended to describe those functions that are essential to the performance of this job and must be performed unaided or with the assistance of reasonable accommodation. Other responsibilities are those functions, which are considered incidental or secondary to the overall purpose of the job. This job description does not imply that the above are the only duties assigned to the position. Employees may be required to perform any other job-related duties as requested by management.
Physical Requirements with or without reasonable accommodation:
Physical activity includes but is not limited to:
- Sitting, standing, lifting, reaching, walking, talking, writing, repetitive motion, carrying, grasping, holding, clarity of vision, speaking, listening.
- Must be able to operate office equipment, including but not limited to telephone, computer, printer, copy machine, facsimile machine, and calculator.
Other Requirements:
- Possess positive customer relations skills
- Report to work on assigned schedule
- Work with little supervision
- Ability to promote positive work ethic
- Establish and maintain effective working relationship with all employees
- Understand and carry out detailed written or verbal instructions
- Problem solving skills
- Ability to prepare and deliver oral presentations
- Ability to compose written documents
- Maintain confidentiality
- Respond to emergency situations (reporting to work early/staying late due to bad weather)
- Meet required deadlines
- Work under stressful situations
- Solve practical training problems
- Knowledge of training equipment operation
Recommended Preparation for Employment:
Completion of four-year college degree in a related field is mandatory. Master’s degree or Juris Doctorate (JD) is preferred. Minimum of five to ten years’ experience managing legal and/or compliance functions within a complex organization. Creative ability and demonstrated proficiency in writing and developing legal documents is required. Proficient skill set in business analytic tools and resources. Must possess effective presentation skills. Must acquire knowledge of safety procedures, standard operation procedures, and all Operations policies and procedures in an approved timeframe. Experience working in a Union environment is a plus.
Classification under Fair Labor Standards Act: Exempt
Davidson Transit Organization is an Equal Opportunity Employer and the employment unit of WeGo Public Transit.