Contracts Specialist at Collabrios Health – Lafayette, California

Position Summary

We are seeking a highly organized and detail-oriented Contracts Specialist to join our team. The ideal candidate will be responsible for overseeing a variety of tasks related to contracting, customer quotes and invoicing, and vendor management. The Contracts Specialist will play a key role in managing and organizing pending contracting and invoicing tasks, drafting quotes and amendments, identifying potential issues / proposing solutions, and directly interfacing with both clients and vendors. The successful candidate will have excellent communication skills, a proactive approach to problem-solving, and a strong ability to manage multiple tasks effectively in a fast-paced environment.

Key Responsibilities

Contract Management

• Review, draft, and negotiate contracts and amendments, ensuring compliance with company policies and applicable laws.

• Manage and track the progress of contracts from initiation to completion, ensuring timely execution.

• Liaise with internal stakeholders (legal, finance, operations, etc.) to ensure contracts meet organizational needs and requirements.

• Maintain a centralized system for all contract-related documents and ensure proper filing and storage for future reference.

Customer Quotes and Invoicing

• Prepare accurate and detailed customer quotes based on project specifications and pricing models.

• Draft and issue quotes and amendments to customers in a clear and professional manner.

• Coordinate with the finance team to ensure accurate and timely invoicing based on agreed terms.

• Follow up on outstanding invoices and assist with collections when necessary.

Vendor Management

• Work closely with vendors to ensure contracts are completed in a timely manner and align with company standards.

• Monitor vendor performance and resolve any issues that arise during the contract lifecycle.

• Maintain positive relationships with key vendors, ensuring timely delivery of goods and services.

Issue Resolution and Problem-Solving

• Proactively identify potential issues related to contracts, invoicing, or vendor relationships.

• Propose and implement effective solutions to resolve issues in a timely manner, minimizing disruption to operations.

Stakeholder Communication

• Serve as a point of contact between clients, vendors, and internal teams for all contract-related matters.

• Ensure clear and effective communication regarding contract terms, changes, and deadlines.

• Provide regular updates to management on the status of contracts, quotes, invoicing, and vendor issues.

Qualifications

• Proven experience (3+ years) in contracts management, customer quotes, invoicing, and vendor management.

• Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks simultaneously.

• Excellent written and verbal communication skills.

• High attention to detail and accuracy in contract drafting, invoicing, and quote preparation.

• Problem-solving mindset with the ability to identify issues and propose effective solutions.

• Strong working knowledge of contract law and best practices.

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

• Ability to work both independently (self-directed) and as part of a collaborative team.

Preferred Skills

• Experience working for SaaS / cloud-based software companies

• Familiarity with electronic health record (EHR) systems

• Bachelor's degree in Business Administration or a related field