Location:
US-TX-Texas-VirtualPay Rate:
Hourly - Hourly Plan, 21.00 USD HourlyWork Shift:
Job Description
Responsibilities
Contracts Specialist
Provide administrative support for the Contracts Services team at Hospital Housekeeping Systems, LLC, corporate office. Work involves contract coordination, RFP responses, project support, and customer service to internal and external clients across our key industries. Part-time position (20 hours per week (max 30)); performs responsibilities under supervision.
Responsibilities:
Contractual Annual Increase Support -
Assist Team by maintaining and updating the central database of contractual annual increase terms and customer contact information
Transfer data to the monthly tracking sheet for increased letter creation
Send monthly increase notification alerts to Operators
Assist Team by performing routine follow-up status tracking/reporting/communication
Contract Publication Support -
Communicate quarterly contractual term/date reminders to internal Operators
Process internal/external communication to clients for notification of applicable contract status
Perform routine data entry, promoting effective contract maintenance (Google Applications, as well as Salesforce), upon request
Contract Request Support -
Support Sales and Operations teams by assisting the team with recurring edits/changes to contract template documents for varying Company service groups and specific customer affiliation groups
Company service groups: Healthcare & Senior Living
Services: Housekeeping (EVS), Food and Nutrition (FNS), Integrated Facilities Management (IFM), Technology, Patient Transportation, Linen Utilization, Valet, and others
Document types: Assignment/Breach/Termination notices, Non-Disclosure Agreement (NDA), Letter of Intent (LOI), Letter of Agreement (LOA), Memorandum of Understanding (MOU), Service Level Agreement (SLA), Statements of Work (SOW), Master Service Agreement (MSA), etc.
Assist Team with contract edits/changes to contract documents for specific customer affiliation groups, utilizing Salesforce/Microsoft Word/Adobe/Google platform applications
Ad Hoc / Project Support -
Perform daily administrative functions such as obtaining signatures, document scanning, distribution, mailing and general filing
Provide contract details and requested information/documents to Risk department for claim-based loss events
Monthly - compile contractual purchasing responsibilities report and distribute to Strategic Sourcing VP
Perform general tasks related to all contract administrative & reporting requests
Assist with miscellaneous finance-related administrative & reporting requests
Attend team meetings and assist with research projects as requested
Qualifications:
Minimum 3 years of administrative experience
Bachelor’s degree or related experience
Proven abilities to perform document version control in Word and Google platforms
Experience working in a contracts administration support role
Knowledge of standard service level contract terms and templates
Desired skills:
Excellent writing and analytical skills to convey competitive strengths in RFP responses
Organized and detail-oriented in managing responsibilities related to the RFP process
Tech-savvy with various platforms to enable efficiency (Microsoft Word, Excel, PowerPoint, Adobe, Salesforce, DocuSign, and Google applications)
Works independently in a fast-paced environment
Understanding of basic/standard boilerplate contract terminology
Possesses organization, attention to detail, multi-tasking, superior reading comprehension, and thorough editing skills in both Word & Adobe (grammar & format)
Strong data entry and reporting skills, and an avid user of a database (ideal: Salesforce specifically)
Performs with minimal supervision (Managers work remotely)
Ability to manage multiple projects, collaborating among Finance, Accounting, Sales, and Operations groups
Team attitude: willing to work independently, cooperative, and willing to learn and understand the company’s processes, executive hierarchy, and operating structures
Ability to handle confidential information in a professional manner
Important to Know
Veterans and candidates with military experience are encouraged to apply.
HHS is an Equal Employment Opportunity Employer committed to workplace diversity and inclusion.
Who is HHS
HHS is a private, family-owned business dedicated to caring for its team members and providing honest, quality-driven customer service. Founded in 1975 as Hospital Housekeeping Systems, today HHS provides services including housekeeping, food, and facility management to nearly 1,000 customers across six industries.
We are growing rapidly and seeking motivated leaders to join us for the next stage of our journey. We support and encourage growth from within and believe that we have countless future leaders in our organization who are waiting for their next opportunity. Our Diversity, Equity, and Inclusion (DEI) Team supports a work environment where individuals of all backgrounds are heard, respected, and encouraged to grow.
