Contracts Administrator

Marts&Lundy Job Description
Contracts Administrator

Reports to: Director, Client Relations
Supervises: N/A

Firm Overview
Founded in 1926, Marts&Lundy is one of the most experienced and trusted consulting firms serving mission-driven organizations around the world. For a century, we have partnered with nonprofits to shape ambitious visions, strengthen fundraising performance, and build the capacity needed for long-term success. Based in the United States, Australia, Canada, and the United Kingdom, our team brings deep experience across higher education, healthcare, independent schools, and arts and culture. We combine data-informed insight with practical, creative strategy to help our clients advance their missions and achieve meaningful results. Our integrated counsel spans campaign planning, board development, annual to transformational giving, strategic planning, prospect management, analytics, communications, and talent development. We believe in philanthropy’s power to transform not only the institutions we serve but the communities and causes they support. Marts&Lundy is committed to a culture of forward-thinking teams that implement today’s best solutions while developing tomorrow’s next innovation. Learn more at:

Summary
The Contracts Administrator manages and coordinates all aspects of client contracting for the firm, ensuring a large portfolio of client agreements are executed accurately, efficiently, and in compliance with firm standards, client requirements, and applicable regulatory obligations. This role serves as a central steward of the contract lifecycle—from initial drafting through execution, renewal, and billing enablement—and plays a critical role in supporting timely client onboarding, financial integrity, and continuity of service. The Contracts Administrator drafts, reviews, and processes new contracts, amendments, extensions, and renewals; maintains complete and accurate contract records in Microsoft Dynamics CRM; prepares and submits required state filings and registrations; monitors contract status and renewal timelines; reviews and ensures compliance with client procurement requirements; and supports approved billing schedules.

As the firm's sole Contracts Administrator and a key member of the Client Relations team, this role requires independent ownership of contract operations while working collaboratively with colleagues across the firm. This position works closely with Client Relations, Finance, consultants, clients, contract vendors, outside counsel, and state agencies to manage contract activity, track status and deadlines, resolve issues, mitigate risk, and support accurate invoicing and a positive client experience. The Contracts Administrator also provides backup support to the Client Relations team, helping ensure continuity of service, responsiveness, and communication.

Key Responsibilities

Contract Administration and Execution
- Draft, review, track, and process contracts using established firm templates, including new agreements, extensions, addenda, and renewals.

- Review and negotiate client-provided contracts and procurement documents for alignment with firm standards; identify and escalate issues as appropriate.

- Communicate with clients and firm members to gather required information and ensure timely contract execution.

- Monitor contract execution progress and proactively follow up on outstanding items.

- Submit contracts to state agencies as required and track state-mandated waiting periods.

Compliance, Risk, and Regulatory Coordination
- Collaborate with outside counsel to maintain ongoing state registration and compliance requirements.

- Coordinate required supporting documentation, including certificates of insurance, vendor registrations, and state submissions.

- Monitor state filing requirements and renewal timelines to support compliance and uninterrupted operations.

Systems, Data Integrity, and Reporting
- Maintain accurate, complete,