Contract Specialist in Brecksville, Ohio at True North

Job Description

Job Title: Contract Specialist

Department: Wholesale

Reports To: GM, Wholesale Operations

Exemption Status(FLSA): Exempt

Job Summary:

The Contract Specialist provides administrative and contractual support for the company's dealer business and real estate portfolio. This position is responsible for preparing and maintaining dealer agreements, amendments, legal documents, contract abstracts, property records, lease files, and other documentation related to dealer locations and company properties.

The position works closely with dealers, corporate leadership, attorneys, title companies, accounting, trucking, operations, and other internal departments to coordinate contracts, property transactions, lease renewals, dealer changes, compliance requirements, and other business activities. The role requires strong organizational skills, attention to detail, confidentiality, judgment, and the ability to manage a high volume of time-sensitive legal and contractual documentation.

Essential Functions:

• Dealer Contract Administration: Process, maintain, and track dealer agreements, amendments, letter agreements, assignments, terminations, and other contractual documents; manage a high volume of dealer documentation and maintain accurate records.
• Real Estate & Property Administration: Prepare documentation related to property purchases and sales, coordinate signatures and closings with corporate leadership, attorneys, title companies, and property owners, and support ground lease and tenant lease administration.
• Contract & Lease Compliance: Maintain tickler systems for dealer contracts, ground leases, tenant leases, equipment leases, brand commitments, renewal options, expiration dates, assignments, and other critical contractual deadlines.
• Legal & Corporate Documentation: Manage UARs, contract abstracts, UCC filings, business searches, and other legal or corporate documents; coordinate documentation with attorneys and appropriate internal departments.
• Dealer Administration & Compliance: Coordinate dealer assignments, terminations, new openings, and other dealer changes with Accounting, Trucking, Operations, and other corporate departments; obtain and track dealer insurance certificates and maintain compliance records.
• Business (Customer) Profile Administration: Manage and maintain accurate business/customer profiles, including account information, ownership and contact details, documentation, and other relevant records.
• Customer Credit Administration: Perform credit checks and related credit evaluations on prospective customers and maintain appropriate credit documentation and records.
• Real Estate Negotiation & Lease Renewals: Coordinate and negotiate with property owners regarding lease options, renewals, terms, and conditions and assist with the administration of vacant tenant spaces.
• Dealer Programs & Events: Coordinate dealer recognition programs, anniversary awards, Trueplayer Club events, dealer meetings, and other dealer-related events and activities.
• Dealer Reimbursement & System Administration: Process Shell/BP cooperative reimbursement requests and administer dealer-related platforms and systems, including Shell Markethub, BP Connection, and Marathon My MPC Community.
• Records & Portfolio Management: Create and maintain comprehensive files for company-operated locations, dealer locations, ground leases, tenant properties, contracts, and other real estate and dealer records.
• Notary Services: Provide Notary Public services for company-related documents as required.
• Cross-Functional Coordination: Serve as a key administrative liaison among dealers, corporate leadership, legal counsel, title companies, property owners, accounting, operations, trucking, and other stakeholders to ensure timely completion of transactions, documentation, and contractual obligations.
• Special Projects: Support legal, dealer, real estate, and corporate projects and perform other duties as assigned.

Requirements

• Strong organizational and time-management skills with the ability to manage a high volume of contracts, documents, deadlines, and competing priorities.
• Exceptional attention to detail, accuracy, and follow-through when preparing and maintaining legal, contractual, and property documentation.
• Strong written and verbal communication skills with the ability to work professionally with executives, attorneys, dealers, property owners, vendors, and internal departments.
• Ability to handle confidential and sensitive legal, financial, property, and business information with discretion and sound judgment.
• Ability to independently manage deadlines, identify issues, and proactively follow up to ensure timely completion of assignments and contractual obligations.
• Strong proficiency with Microsoft Office and the ability to learn and effectively manage multiple systems and databases.
• Ability to understand, organize, summarize, and track contractual and lease terms, renewals, and other critical deadlines.
• Notary Public commission, or ability to obtain and maintain a commission, required.

Education and Experience:

• Associate's or bachelor's degree in business administration, legal studies, real estate, paralegal studies, or a related field preferred.
• Minimum of 5 years of experience in contract administration, real estate administration, legal administration, paralegal support, or a related field.
• Experience working with contracts, leases, legal documents, property transactions, or corporate records strongly preferred.
• Experience in a corporate legal, real estate, petroleum, convenience store, retail, or dealer environment is preferred.
• Experience working with attorneys, title companies, property owners, or other legal and real estate professionals preferred.

Physical Requirements:

• Ability to sit and work at a computer for extended periods.
• Ability to frequently communicate by telephone, email, and in person.
• Ability to perform repetitive hand and wrist movements associated with computer and office equipment use.
• Ability to occasionally lift and carry office supplies, files, packages, or other materials weighing up to 25 pounds.
• Ability to move throughout the office and attend meetings or events as required.

Work Environment:

• Primarily office-based in a professional corporate environment.
• Regular interaction with executives, dealers, attorneys, title companies, property owners, vendors, and internal departments.
• Work may occasionally involve visits to company or dealer locations, property sites, or meetings with external partners.
• May require occasional work outside of normal business hours to support dealer events, meetings, transactions, or business needs.

Required Travel:

• Occasional travel may be required for dealer meetings, events, property matters, company meetings, or other business activities.
• Travel is generally local or regional, with occasional overnight travel as business needs require.

True North is an equal opportunity employer and considers applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or any other legally protected class.