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Contract Resource Center Specialist

Company: Kelly Services
Location: Midland
Posted on: August 1, 2019

Job Description:

The purpose of this role is to align with the Global Contract Resource & Compliance Manager (GCM) in support of day-to-day global contract administration activities. The primary task of this role is to capture relevant contract information, enter the contract information in the DSB Contract Management Tool (CMT), and to proactively manage the contract repositories for DSB's global contract portfolio.

This role requires communications with GCM, across all three DSB global business units (Business Services, Site Services and Technical Services), DSB customer account teams, global Legal counsel, DSB Finance Managers, DSB Controllers, and invoicing groups.

As a team member of the DSB Contract Resource Center (CRC), this role provides support to the GCM in performing the primary responsibilities identified below, special projects, and other contract-related assignments for the CRC team. CRC team members share job responsibilities and provide back up for each other.

Primary Responsibilities:

  • Monitor DSB Contract Resource Center functional mailbox in Outlook on a daily basis, and follow up on contract requests in a timely fashion

  • Ensure and maintain electronic copies of contracts are stored in appropriate fileshare folders and CMT repositories

    • Review contracts, interpret and understand legal contract language, conditions, and data to facilitate entering in CMT

    • Review contracts to ensure contract components are correct, proofread, and perform contract revisions as needed for Legal review and approval

    • Extract pertinent contract details, write a contract summary, and create Contract Master/Service Detail records in CMT

    • Perform non-English contract translations through available software tools

      • Utilize Bulk Loading process for uploading multiple contract entries simultaneously in CMT

        • Upload contracts, exhibits and supporting documentation in CMT

        • Confirm contract data quality to ensure contract matches CMT; follow up with Contract Submitter if clarification is needed

        • Communicate with GCM and Contract Submitter on contract issues, legal interpretations or questions, secure additional contract information or issue resolution as needed

        • Assign contract numbers and contract naming conventions for various contract types, and utilize contract management work process Operating Discipline

          • Calculate financial revenue costs and payments, record increases/decreases (delta) financial data in CMT records, and determine financial gaps between CMT, Opportunities in CRM, and contracts

          • Track contract metric data in Excel spreadsheet

          • Grant contract viewer access to contract routing participants in SharePoint

          • Initiate new contract routings for internal reviews, approvals, and monitor contract routing workflows in CMT

            • Ensure contract routing workflows are completed; document routing issues, rejections, cancellations, and contract changes that occur in mid-routing workflow, and follow through to resolution

            • Log and maintain all required audit trail documentation for each contract

            • Determine global Delegations of Authority, verify in Diamond Systems DOA Database for Management Authority approver

            • Secure documentation for appropriate local employees having Legal Authority for Dow's global entities to sign contracts, and secure documentation (i.e., Delegations of Authority, Certified Resolution of the Board, etc.), and work with Dow's Local Counsel to coordinate contract signing as needed

            • Determine method of securing signatures; provide either manual signature request or utilize DocuSign electronic signature tool when contract is in scope for DocuSign.

              • Maintain close communication with global Legal, Invoicing, Accounts Payable, Tax, Treasury, Property Management, Purchasing sourcing managers, business/function representatives, and customer contacts

                • Enter Opportunity information in CRM database to facilitate contract opportunities stage gate advances

                • Create Opportunities in CRM database for specific projects as requested

                • Transmit signed contract to appropriate invoicing group with appropriate invoicing information

                  • Subject Matter Expert (SME) Focal Point for specific customer relationships and/or specific work processes

                  • Gatekeeper for DSB Central Contract Repository (CCR) file room to maintain integrity of confidential information

                  • Perform monthly and annual records retention maintenance of the CCR and CMT

                    • Organize and manage hard copies and electronic copies of contracts in various repositories

                    • Add newly-signed contracts and ancillary contracts to contract tracking log in Excel

                    • Assist with special request projects (M&A activities, contract requests, audits, financial data requests, contract translations, etc.)

                    • Assist with creating vendor code requests for purchase requisitions to generate annual Purchase Orders based on needs

                    • Assist with contract reporting activities, including data verification and data clean-up

                      • Perform expired contract data clean-up activities and prepare expired contracts for records retention

                      • Follow up with Contract Submitters for periodic status updates on pending contracts waiting for signatures

                        • Create and set up data generating reports (export data from SharePoint to Excel) per request

                        • Perform monthly updates to currency exchange rates in the CMT, add new currency rates as identified on new contracts

                        • Identify improvement opportunities, and provide input on the Contract Management Tool work processes

                        • Identify changes and improvements to update contract management Operating Discipline documentation

                        • Create a GSD ticket request or Incident log to report SharePoint / CMT technical issues and follow through to resolution.

                        • Maintain all contract information as confidential, and adhere to Federal Trade Commission confidentiality requirements

                        • Meet all safety requirements and attend safety training programs

                          Tools and Software:

                          • SharePoint 2013

                            • DSB Contract Management Tool (CMT)

                            • Grant access, contract loading, bulk loading, routing, and repository

                            • Dynamics CRM

                              • Opportunity creation and updates

                              • DocuSign

                                • Electronic signature tool

                                • Microsoft

                                  • Outlook, Word, Excel, OneNote, Document Mapping, PowerPoint

                                  • Translations for non-English contracts

                                  • WebEx

                                    • Conferencing and collaboration tool

                                    • Adobe / Nuance

                                      • PDF professional editor, document conversion and redacting tool

                                      • Diamond Systems

                                        • DOA database

                                        • SAP Netweaver Portal (vendor request/purchase requisition tool)

                                        • IntraLinks

                                          • M&A contract tool (uploading contracts for special projects)

                                          • Intranet/Internet browser

                                            • Date duration calculator, currency conversion, Hijri to Gregorian calendar conversion

                                            • Diamond Learning


                                              At least 5 years of relevant or equivalent work experience. Familiarity with Dow Systems, best practices and functions that are included in the scope of the organization are a plus.


                                              • Bachelor degree, Paralegal degree, or equivalent work experience

                                                • Legal knowledge, understanding of legal and contract terminology, ability to understand complex contract terms and definitions

                                                • Experience with contract management systems

                                                • Ability to calculate financial values for varying contract terms, a functional knowledge of finance, and invoicing

                                                • Experience with PR/PO work process is a plus

                                                • Excellent communication skills (verbal and written), excellent grammar and proofreading skills to interact with cross-functional leaders, internal global teams and global counterparts within Dow, and external customer contacts

                                                • Exceptional computer skills with proficiency in Microsoft Office tools

                                                • Must have ability to work independently, collaborate with global teams across all levels of the Company

                                                • Must be a quick thinker, ability to learn quickly, utilize good judgment, and have strong interpersonal, decision making and problem solving skills, and follow up timely.

                                                • Strong ability to prioritize, organize, and monitor multiple contract responsibilities simultaneously in order to meet established timing expectations.

                                                  Why Kelly®?Kelly puts you in charge of your career, with access to cutting edge projects and technologies in

                                                  industry leading organizations. Top companies throughout the world have trusted Kelly as a premier

                                                  source of engineering talent and services since 1965. And engineering job seekers know Kelly as a firm

                                                  with an unmatched reputation for quality, integrity and professionalism. Whether you seek the variety

                                                  and flexibility of working on short term project engagements, or prefer contract-to-hire or direct

                                                  hire placement with our clients, apply with Kelly to explore opportunities that suit your specific

                                                  professional interests.About

                                                  Kelly Services®As a workforce advocate for over 70 years, we are proud to directly employ nearly 500,000 people around the world and have a role in connecting thousands more with work through our global network of talent suppliers and partners. Revenue in 2017 was $5.4 billion. Visit kellyservices.com and connect with us on Facebook, LinkedIn and Twitter.

                                                  Kelly Services is an equal opportunity employer including, but not limited to, Minorities, Females,

                                                  Individuals with Disabilities, Protected Veterans, Sexual Orientation, Gender Identity and is

                                                  committed to employing a diverse workforce. Equal Employment Opportunity

                                                  is The Law.

Keywords: Kelly Services, Midland , Contract Resource Center Specialist, Accounting, Auditing , Midland, Michigan

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