Administrative Clerical - Baton Rouge, LA, United States - Mindlance

    Mindlance background
    Description
    Administrative Clerical - CW Administrative Services Contract Assistant

    This position is responsible for review, scheduling and input of real estate leases and general contract legal support and administrative services for the Vice President of Administrative Services; managing administrative functions of the Administrative Services Department.

    In addition, this position provides complex administrative support services to the Director of Facilities, Director of Corporate Support Services and the Director of Physical Security and Business Continuity with regard to legal contracts in the ICertis Legal system.

    This position requires a consistent collaboration with the Legal department support staff and attorneys as needed to process contracts and lease agreements.


    This role reports to this job: Vice President of Administrative Services


    • Administrative Services management, Legal Department support staff and all levels of Client management and employees; Contract vendors and various business partners.
    Work Experience


    • Must have at least 5 years of administrative support experience, preferably in the insurance or real estate industry
    • Experience in corporate law, real estate lease transactions and contractual documents preferred.

    Strong understanding of the legal process with the ability to analyze and interpret legal documentation and how it relates to and affects the company and business agreements.



    • Computer skills, including experience in using Microsoft Office (Outlook, Word, Excel, Access, PowerPoint, Teams, etc.) and eDiscovery software.
    • Must be able to set priorities, organize workflow, take initiative, establish and document efficient procedures, pay attention to detail, perform multiple tasks, and follow through with minimum supervision.
    • Ability to handle all confidential material and issues with discretion necessary.
    • Must have high level of competency with desktop computers and with the relevant computer software, including Word, WordPerfect, Excel, Access, PowerPoint, and specialized programs such as the Client Budget System and bill tracking system. Must be able to take initiative to learn new software and complex databases.

    Reads, reviews, understands, organizes, redacts, and produces records in response to contractual documents in accordance with applicable privacy laws and regulations.



    • Researches corporate Icertis systems and document repositories to locate relevant information and documents responsive to request
    • Maintains case files, charts, databases, and tables to track pertinent operational and legal information related to assigned matters, and to ensure accurate and efficient information retrieval of documents/data as well as timely completion of contract related activities.
    • Calculates and calendars contract and agreement deadlines; monitors all due dates to ensure all response deadlines are timely met, keeps current with changes in Legal and Finance processes.
    • Assists, as needed and assigned, with other administrative support matters
    • Responsible for preparing correspondence, reports and confidential documentation, and performing administrative and contractual tasks for the Vice President of Administrative Services and other Department Directors to ensure accurate and efficient flow of work within the Administrative Services Department.
    • Assists with preparation and management the budget for the Administrative Services Department to comply with Company standards, while ensuring that the Department's administrative expenses are cost effective. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.