Contract Administrator

Our St. Louis office is currently seeking a Contract Administrator to join our exciting team at HOK, a global design, architecture, engineering and planning firm!  

As Contract Administrator for the Legal Team, you will be joining a collaborative and first-class team of ten legal professionals who are passionate about serving their internal clients. You will be responsible for the intake of contracts, assignment to members of the team for legal review and processing executed contracts in accordance with HOK’s contracting policies. You will also be assisting project teams with obtaining insurance certificates required by clients. The Contractor Administrator is frequently the first team member with whom HOK’s project teams and other internal clients interact.  A successful candidate will have excellent people skills, organizational skills to manage multiple ongoing tasks, the intellectual curiosity required to thoroughly understand a problem or issue, the analytical ability to identify solutions and the follow-through and creativity required to bring the issue to resolution. Collaboration and working together is key to our group’s ability to serve our internal clients and achieve excellent outcomes on their behalf.

To perform this position successfully, an individual must be experienced in handling a wide range of administrative related tasks and able to work independently with little or no supervision. The ability to remain flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Experienced written and verbal communication skills, strong decision-making ability and attention to detail are equally important.  Additional responsibilities include, but not limited to:

• Oversee the coordination and scheduling of contracts submitted for review.
• Organize, maintain and electronically track all contracts 
• Coordinate with internal clients and HOK's insurance broker to facilitate issuance of insurance certificates that meet client requirements.
• Organize and track insurance waiver requests.
• Prepare and disseminate requests for information directed to Legal Department.
• Ensure that website and contract database systems function properly to service internal clients.
• Prepare materials necessary for weekly meetings to track contracts under review.
• Prepare and distribute reports and statistical data to track the number and types of contracts reviewed.  
• Reviews contracts for compliance with HOK policies.
• Serve as liaison with department and internal customers for contracts and insurance-related requests. 
• Coordinate meetings using various platforms such as Microsoft Teams and WebEx. 
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• May perform other administrative duties for the department. 
• Assist and work with attorneys on special projects.
• Overtime may be required.

•  Advanced knowledge of administrative practices and procedures.
• Ability to maintain high degree of confidentiality and strong adherence to the practice of business ethics.
• Ability to effectively work with all levels of employees.
• Ability to work efficiently, in an organized manner and with attention to detail.
• Ability to communicate both verbally and in writing.
• Strong customer service orientation
• Strong organization and time management skills.
• Proficiency in MS Office, including Word, Excel, PowerPoint and Outlook.
• Ability to learn and master new information technology systems.

• High school diploma or equivalent required; Bachelor's degree preferred.
• 5 years’ experience in an administrative level support role. 
• Experience in law firm or other legal setting preferred. 
• Experience with requesting and managing insurance certificates preferred. 
• Paralegal certificate or degree preferred. 

#LI-BH1

This role for Contract Administrator will be based in our St. Louis, MO office.  Our organization follows a hybrid work arrangement and will not consider candidates requesting a fully remote schedule.  

HOK is committed to providing our employees with a comprehensive benefits plan to meet their current and future needs. Benefits include medical, dental and vision coverage; 401(K) savings plans; disability, life and accident insurance; paid time off (PTO); and parental leave. In addition, HOK employees enjoy a flexible work schedule with the option to work remotely on Mondays and Fridays.

HOK is a drug-free workplace.  HOK is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, gender identity, status as a protected veteran or status as a qualified individual with a disability, or any other characteristic protected by applicable Federal, State or Local law.