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Job Title: Contract Administrator          
Reports to: Sr. VP of Finance and Operations
Department: Administration
Location: Ann Arbor, MI
 

Position Description: 
The Contract Administrator is responsible for overseeing the lifecycle of company contracts, supporting corporate governance activities, and ensuring compliance with legal and regulatory requirements. This role serves as a key liaison between internal stakeholders and outside counsel, providing clear, actionable guidance while maintaining organized, audit-ready records.

Duties/Responsibilities:

• Review, analyze, and provide business feedback on changes to company contracts, identifying key risks and considerations for decision-makers.
• Prepare contract briefs, summaries, and revisions outlining contractual requirements, risks, and financial implications.
• Lead or support contract standardization and digitization initiatives to improve efficiency and scalability.
• Maintain detailed, accurate, organized, and audit-ready files, including agreements, amendments, correspondence, and payment schedules. 
• Provide contract summaries and ensure contracts are executed, tracked, and maintained in accordance with company policy.
• Explain terms and conditions to managers and interested parties.
• Serve as a liaison with outside counsel, coordinating review and escalation of legal matters as appropriate.
• Monitor and track contract deadlines, deliverables, and compliance requirements to ensure obligations are met.
• Ensure all contractual deadlines, deliverables, and conditions are fulfilled in accordance with agreed terms.
• Draft, review, and manage Non-Disclosure Agreements (NDAs) and related confidentiality agreements.
• Serve as Registered Agent for subpoenas, lawsuits, and garnishments, ensuring appropriate handling and escalation.
• Support Know Your Customer (KYC) information requests (non-financial), ensuring accuracy and completeness of documentation.
• Trademark renewals.
• Performs other duties as assigned.

Required Skills/Abilities: 

• Proficient in MS Office Suite.
• Ability to draft legal documents, correspondence, and reports with a high degree of accuracy and professionalism.
• Keen attention to detail, with an ability to spot errors and changes.
• Exceptional organizational and multitasking abilities to meet deadlines and manage competing priorities.
• Professional demeanor and ability to work well in a team-oriented environment.
• Committed to providing responsive client service.
• Excellent verbal and written communication skills.
• Strong analytical and problem-solving skills.
• Ability to assess risk and determine when to escalate matters to internal stakeholders or legal counsel.
• Ability to assess risk and determine when to escalate matters to legal counsel
• Sound judgment in prioritizing work and identifying when to involve internal stakeholders, leadership, or outside legal counsel.
• Ability to effectively collaborate with stakeholders across varying seniority levels, including staff, managers, executives, and external partners.
• Ability to act with integrity, professionalism, and confidentiality.
• Demonstrated ability to manage sensitive and confidential information with discretion.

Minimum Qualifications:

• Bachelor’s degree.
• Paralegal certification preferred.
• Experience working with and/or coordinating with external legal counsel strongly preferred.
• 3+ years of experience in contracts, legal operations, compliance, or paralegal work, preferably in corporate or in-house environment. 
• 1+ year of experience supporting corporate governance practices, including maintaining corporate records, assisting with board-related documentation, and ensuring organized, audit-ready documentation.
• Demonstrated experience supporting cross-functional business stakeholders (e.g., operations, finance, sales, executive leadership) in contract review, negotiation support, and execution. 
• Proven ability to manage multiple projects simultaneously in a fast-paced, deadline-driven environment.
• Strong proficiency with MS Office Suite; experience with document management and collaboration tools (e.g. OneDrive) preferred.
• Highly tech savvy, with the ability to quickly and effectively utilize new software and tools.

Equal Employment Opportunity Statement
Avfuel is an equal opportunity employer and is committed to fostering an inclusive and diverse workplace. We do not discriminate based on race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable federal, state, or local law. We encourage individuals from all backgrounds to apply.

ADA – Essential Functions & Physical Requirements
Throughout the course of performing the normal duties of this role, an employee must be able to perform the following essential functions, with or without reasonable accommodation. Ability to:

• Sit and work at a computer for extended periods of time 
• Review and analyze detailed documents and data with a high degree of accuracy 
• Communicate effectively in written and verbal formats with internal and external stakeholders Ability to manage multiple priorities and meet deadlines in a fast-paced environment 
• Occasionally lift and carry materials up to 10–15 pounds (e.g., files, documents, office supplies) 

Avfuel is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with applicable laws.