Coordinator - Contracts, CO in Remote, Colorado at Circular Action Alliance

Role Overview
We are seeking an organized, detail-oriented, and proactive Contract Coordinator to coordinate the day-to-day administration, tracking, execution, and implementation of public and private sector recycling collection, transfer, and processing entities (Service Providers) agreements for CAA Colorado. The Contract Coordinator will independently manage established workflows for maintaining contract records, Service Provider onboarding and kickoff readiness, change orders and other contract documents, and procurement setup workflows. The Contract Coordinator will proactively monitor deadlines and outstanding requirements, coordinate routine follow-up through completion, and escalate risks, exceptions, or decisions requiring Contract Manager involvement. This role will work closely with Contract Management, Operations, Procurement, Legal, Finance, Data & Analytics, and Service Providers to ensure contracts and related onboarding activities are accurate, organized, and completed on schedule.

Key Responsibilities

Contract Administration & Documentation

• Utilize internal contracting software to maintain organized contract files, repositories, and tracking systems for service agreements, amendments, change orders, notices, and supporting documentation.
• Receive, catalog, validate for completeness, and store executed contracts, change orders, and related records in designated systems.
• Track contract status, outstanding documents, effective dates, renewals, amendments, approvals, and required follow-up activities through completion or escalation.
• Coordinate document routing, signature collection, record retention, and audit-ready documentation.
• Assist with maintaining standard templates, exhibits, pricing sheets, schedules, and supporting materials under the direction of the Contract Manager and in accordance with established version-control procedures.

Service Provider Onboarding & Kickoff Coordination

• Coordinate onboarding activities for newly contracted Service Providers using established checklists and workflows.
• Coordinate Service Provider kickoff readiness, including tracking required contacts, deliverables, documentation, system access, and setup requirements.
• Coordinate kickoff meetings, materials, logistics, and action-item follow-up among CAA teams and Service Providers.
• Monitor onboarding milestones, follow up on outstanding requirements through completion or escalation, and communicate status, risk, and dependencies to the Contract Manager and cross-functional partners.
• Provide responsive administrative support to Service Providers throughout onboarding and implementation.

Procurement Setup Support

• Prepare and route purchase requisition requests for Service Providers using established workflows.
• Coordinate with CAA National teams including Procurement, Finance, and Operations to facilitate timely Service Provider setup.
• Assist Service Providers with Workday setup and related registration requirements.
• Track Service Provider onboarding, purchase requisition, and setup progress and proactively follow up on incomplete or outstanding items through completion or escalation.
• Escalate conflicting requirements, missing approvals, and issues that cannot be resolved through established workflows to the Contract Manager.

Systems & Workflow Support

• Enter, maintain, and validate contract and onboarding information according to established workflows in Ironclad, Salesforce, Workday, Microsoft 365, and other CAA systems.
• Manage routine workflow routing, data entry, record maintenance, and status updates across systems.
• Maintain contract trackers, dashboards, reports, and process documentation and assist with the development of new tools or materials.
• Document and escalate system issues, data inconsistencies, and workflow breakdowns that cannot be resolved through established procedures.

Reporting, Tracking & Cross-Functional Coordination

• Prepare recurring status reports on contract execution, change orders, onboarding progress, procurement setup, and Service Provider readiness, highlighting outstanding requirements, dependencies, risks, and decisions needed.
• Maintain accurate logs and documentation to support internal reviews, compliance activities, and audits.
• Prepare meeting materials, notes, and action-item trackers for contract-related discussions and follow up on assigned actions through completion or escalation.
• Collaborate with CAA National Legal, Procurement, Finance, and Data & Analytics teams to support contract implementation and resolve routine administrative issues within established processes.

Skills & Competencies

• Excellent attention to detail and document-control skills.
• Reliably ensures tasks are completed accurately and on time.
• Strong organizational and time-management capabilities, with the ability to manage multiple priorities and deadlines.
• Demonstrated ability to independently manage established, multi-step workflows from initiation through completion. Strong follow-through, including proactively identifying and escalating outstanding requirements, risks, and issues that cannot be resolved through established processes.
• Comfortable navigating ambiguity and supporting evolving processes.
• Clear written and verbal communication skills.
• Customer-service mindset when supporting internal partners and external Service Providers.
• Able to collaborate effectively across teams and maintain confidential information.
• Proficiency with Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Familiarity with Ironclad, Salesforce, Workday, or similar enterprise systems preferred.
• Familiarity with using artificial intelligence tools to achieve operational efficiency.

Other Duties

• The Contract Coordinator may be required to perform other related duties assigned to support the effective operation and mission of CAA Colorado.

Qualifications

• Bachelor’s degree from an accredited college or institution preferred; equivalent relevant experience may be considered.
• 2+ years of experience in contract administration, procurement support, operations coordination, project coordination, vendor management, or a related administrative role.
• Experience maintaining records, tracking systems, or business process workflows.
• Experience coordinating work across multiple stakeholders or departments.
• Applicants must have a valid Driver’s License.

Compensation & Other Information:

• Location: Initially fully remote within Colorado, with the ability to travel to the Denver/Boulder area several times per month.
• Pay Rate: Based on a variety of factors in accordance with applicable law including the successful candidate’s relevant experience, skills, knowledge, and experience.  
• Reports To: Contract Manager.

Circular Action Alliance is an equal employment opportunity employer. All qualified applicants for employment will be considered without regard to race, color, religion, sex (including pregnancy, childbirth, lactation, and related medical conditions), national origin, military or veteran status, sexual orientation, gender identity, age or any other category protected by applicable federal, state, or local law. If you require accommodation as part of the application process, please contact careers@circularaction.org.