Contract management systems (Salesforce)
• Maintain the department’s contract templates and standard forms in Salesforce, including version control and publication of approved templates
• Structure and maintain contract records and documents so that agreements, amendments and related documents are complete, correctly linked and retrievable
• Support contract workflow: intake triage, routing, approval status and queue management; provide coverage for US workflow owners during US off-hours and absences
• Monitor data quality, correct incomplete or misfiled records, and run periodic audits of the contract repository
• Field user questions and first-level troubleshooting; escalate configuration and defect issues to the system owners
Outside counsel and invoice administration (Legal Tracker)
• Administer law firm, timekeeper and rate records, including new firm onboarding and rate card maintenance
• Open, update and close matters; maintain matter assignment, budget and status data
• Process invoices: review against the Outside Counsel Guidelines, flag exceptions, route for approval and track through payment
• Follow up with firms on adjusted or rejected invoices, missing accruals and billing discrepancies
• Support accrual collection and month-end close in coordination with Finance
• Prepare recurring and ad hoc reporting on contract volume and cycle time, legal spend, matter status and other department metrics
• Build and maintain trackers, reports and dashboards in Excel, Salesforce and Smartsheet
• Prepare presentations and supporting materials for department, business partner and leadership audiences