Job Description

The Contracts Officer supports the Contracts Team across transactions involving asset acquisitions, leases, charters, regulatory registrations, supplier agreements, confidentiality agreements, and operational and project-management agreements. The role also supports corporate governance and general corporate operations, mainly within the agency provisioning, yachting, aviation and telecommunications sectors.

Key responsibilities include coordinating approval processes, preparing and reviewing documentation, organising and obtaining the appropriate approval for the specific transactions, confirming that transaction records are complete and correctly filed, communicating with stakeholders, and maintaining team workflows, deadlines and priorities. The Contracts Officer will identify delays or issues promptly and escalate them to the Contracts Team and other relevant stakeholders. The Contracts Officer will also assist in other organisational and filing of documents, and other administrative tasks as required.

Responsibilities

Documentation production and negotiation

• Assist in finalising terms relating to contracts and policies and assist in negotiating provisions with parties as required
• Assist in preparation of documentation relating to various transactions and contract documents
• Draft and review documents to be proposed for approvals further reviewed by the Contracts Team and revise and action any amendments

Company secretarial support

• Ensure that the filings and regulatory deadlines are complied with for Hill Robinson entities
• Drafting and preparing board minutes to formally record approval of transactions
• Organise and coordinate the processes for Hill Robinson entities corporate governance and general corporate operations requirements, liaising with both internal and external personnel.
• Organise and coordinate meeting schedules, agendas and minutes taking.

Assist in Transaction Process

• Liaise with stakeholders to ensure that accurate and complete documents are finalised;
• Confirm that adequate approvals have been obtained and provide feedback from stakeholders relating to the transaction or approval process;
• Review documents and correspondence and inform the Contracts Team of any changes or issues that have been raised in the approval process

Organisation and Filing

• Lead the task organisation for the Contracts team and provide updates on required tasks.
• Review and file the documentation in the correct filing system
• Maintain the Source of Funds log, ensuring accurate record-keeping and tracking of supporting documentation whilst liaising with the finance team.
• Assist in developing and maintaining a form template database to assist in production of form documents
• Own and maintain the team SharePoint site, ensuring documents and resources are organised, up to date, and accessible to relevant stakeholders.

Provide further assistance if required

• Assist the broader team when possible
• Able to jump in and assist in tasks when able and required to do so

Person, skills, and knowledge Specification

• Experience working in a fast paced, deadline driven environment (essential)
• Experience proofreading and reviewing large, complex documents with a high degree of accuracy. (essential)
• Experience working with contracts, legal documentation or a related administrative function (desirable)
• Experience of working with CSP-related client companies and asset management (desirable)
• Experience collaborating with international teams and stakeholders (desirable)

Key Competencies / Attributes

• Excellent attention to detail with strong organisational and administrative skills.
• Ability to run the preparation, review, execution and filing of contractual and legal documentation.
• Strong time-management skills, with the ability to manage multiple tasks and competing priorities efficiently.
• Ability to build and maintain positive working relationships with colleagues, clients and stakeholders across the Hill Robinson group.
• Confident written and verbal communication skills.
• Proficient in Microsoft Office applications and document management systems.
• Developing drafting and contract negotiating skills
• Developing an understanding of the corporate, maritime and aviation work to better support and assist the Contracts Team
• Demonstrates professionalism, discretion and a commitment to handling confidential information appropriately.

The position is only open to IOM candidates at this stage.