Contracts Administrator

**Contracts Administrator** Based: East Grinstead Part-time or Full-Time position Reports to: Managing Director **In a nutshell**: Young, hungry B2B media services company looking for someone to take a varied role with responsibility for contracts administration and documentation as well as some other administrative operations of the business. **Why we want you to join us**: Ovyo is a B2B professional services company in the TV, media & satellite industry - we build the platforms, test the apps and drive the programmes that shape the way the world watches video and connects. A Contracts Administrator is going to help take us to the next level by providing extra bandwidth to our team and extra confidence for stakeholders, allowing the Founders to spend more time with customers. This role will take ownership of the contract lifecycle.You’ll work closely with our MD in getting this part of the business to run smoothly and you’ll be interacting with our customers, suppliers and internal teams. We think this will suit someone looking to take what they’ve learned in a small team and make aContracts function their own, or an established Contracts Administrator who wants a change of culture by joining a fast-paced, growing startup. **Some of the areas that you will be responsible for**: We know it’s a big ask to find someone who has experience in everything here, so we expect you’ll bring experience in the key areas and will be keen to learn and grow in the others. **Contracts administration** - Prepare customer and supplier contracts using templates, and perform initial reviews of customer contract documentation. Review contracts, verifying accuracy and resolving discrepancies in line with company rules and guidelines - Brief & advise Management on salient points prior to negotiation exercises - Draft and revise contracts / propose changes in line with requirements as needed - Distribute agreed contracts using Docusign etc. - Track & monitor contract signature and purchase order authorisation status - Maintain our library of contracts, ensuring there is always full visibility of contracts in the appropriate Share folders - Design and implement standard language and guidelines / templates for contracts in line with best practice - Obtain information required for contracts from relevant parties - Manage office / support / tools contracts and advise on selection, e.g. rent, insurance, broadband, IT tools - Research, review & advise Management etc. on relevant international contractor & interim staffing regulations (e.g. IR35) and keep up to date with legislation relevant to staffing and B2B contracts in the countries we are operating in / targeting - Regularly audit our Share folders to ensure completeness and review key contracts for any pieces to highlight for future change **Delivery team support** - Track project and supplier contract status, spend envelopes, milestone status etc. to ensure we remain "in contract" - As necessary, liaise with teams regarding questions they may have on the contracted scope of projects - Update systems tracking sales, costs etc. upon the signing of contracts **Business operations - support as needed** - Where contracts require the business to obtain certifications or update internal policies, create appropriate drafts and/or project manage obtaining the certifications - Act as Data Protection Officer, tracking handling of PII and ensuring compliant handling and training of teams - From time to time: - Provide a level of cover for the Finance Co-Ordinator when she is away, such as sending out invoices and updating basic book-keeping records - Assist in researching options for how to resolve business issues, e.g. comparing available tools - Assist the Managing Director in creating ppt slides for internal presentations **Culture and mindset are really important to us at Ovyo. The type of person we’re looking for thrives on**: - Seeing your contributions have a direct impact in the growth of a young, dynamic business - The opportunity to take responsibility for a pillar of the business. You have a strong sense of ownership, accountability and drive - Paying attention to detail. You believe anything worth doing is worth doing right. You can spot a change to a contract or wording that is non-standard - Being organised. You have the maturity to plan and juggle your workload - Solving problems. You love taking on challenges and finding creative solutions. You can quickly think of suggestions for how to re-words parts of contracts - Thinking on your feet and learning new things quickly - At least 3 years’ experience in a similar B2B Contract Administration role, including within the last 12 months - Very strong attention to detail - Experience reviewing, creating and updating customer and supplier contracts and an understanding of key contract terms that a services business looks to protect during negotiations - Experience communicating within an organisation, with customers and with suppliers including to C-level stakeholders - Experience generating reports and tracking and editing the data to underpin those - Understanding of GDPR legislation & compliance - Ideally, experience in a services business (do you understand the difference between T&M and fixed price?) - Ideally, experience as a Data Protection Officer or similar role - Ideally, experience liaising with third parties such as customers and suppliers internationally, not just in the UK - Ideally, exposure to UK or European employment regulations - Ideally, basic book-keeping experience or experience handling customer or supplier invoices - Ideally, experience creating good-looking PowerPoint presentations - Excellent written and spoken English - Bringing your energy, enthusiasm, drive, pro-activity and a positive outlook We are excited to bring on board an organised, diligent person with a B2B background and strong attention to detail to assist us in our ongoing growth. When applying, please let us know if you prefer full-time or part-time.