Contract Administrator

Position Overview:

The Contract Administrator supports USA Rare Earths contracts function across the full lifecycle of commercial agreements that power our mine-to-magnet supply chain from supplier and offtake agreements to NDAs LOIs MSAs and services contracts. Reporting to the General Counsel this role drafts reviews administers and monitors contracts; tracks compliance milestones and obligations; maintains organized records and certificate of insurance (COI) programs; and partners with legal procurement operations and finance to surface and resolve contractual risk. The role is well suited to a contracts professional with two-plus years of demonstrated experience who is ready to take ownership of moderately complex agreements with limited supervision and contribute to building scalable contract administration processes in a fast-growing critical minerals company.

Key Responsibilities:

• Draft review and revise commercial agreements including NDAs LOIs MSAs services agreements purchase orders and amendments using approved templates standard language and stakeholder input ensuring alignment with company policy and risk tolerances.
• Administer assigned contracts across the full lifecycle: track key milestones renewals deliverables notice periods and termination triggers; maintain accurate contract records and status reports.
• Monitor contract compliance by both USA Rare Earth and its counterparties; identify deviations from contracted terms and escalate to legal counsel and business owners with proposed paths to resolution.
• Maintain the certificate of insurance (COI) program: track required coverages expirations and counterparty compliance and coordinate with brokers and counterparties to remediate gaps.
• Maintain organized contract files naming conventions and records retention practices within the companys contract management and document systems (e.g. SharePoint CLM tools); contribute to process improvements that scale with the business.
• Support pre-signature workflows including routing for review and approval capturing redlines and negotiation history preparing execution packages and managing electronic signature workflows.
• Assist with contract reporting and analytics (obligation tracking spend visibility expiration dashboards) and support audits diligence requests and internal control reviews.
• Support where applicable contracts involving government customers or government-funded work including flow-down clauses and basic FAR/DFARS awareness under the direction of legal counsel.

Knowledge Skills & Abilities:

• Strong working knowledge of commercial contracting concepts and terms (NDAs LOIs MSAs services agreements supply agreements indemnities limitations of liability IP insurance and termination) applied at a practical day-to-day administration level.
• Demonstrated ability to draft redline and revise contract language using approved templates and playbook positions escalating non-standard issues to legal counsel with a clear summary of the risk and proposed path forward.
• Excellent organization prioritization and attention to detail; able to manage a portfolio of concurrent agreements and track milestones renewals and obligations without missing deadlines.
• Strong written and verbal communication skills; able to interact professionally with internal stakeholders across legal procurement operations and finance and with external counterparties brokers and counsel.
• Sound judgment around confidentiality sensitive information and risk escalation; comfortable working in a high-accountability environment where accuracy matters.
• Proficiency with Microsoft Office (Word Excel Outlook) document management platforms (e.g. SharePoint) e-signature tools and contract lifecycle management (CLM) or similar systems; aptitude for adopting new tools as the contracts function scales.
• Process-building mindset with the ability to take an ad hoc workflow and turn it into a documented repeatable system (trackers naming conventions retention schedules dashboards).
• Comfort operating in a fast-paced growth-stage environment with shifting priorities and autonomy to own work end-to-end.

Minimum Requirements:

• Bachelors degree in business legal studies supply chain or a related field plus two (2) or more years of progressively responsible experience in contract administration paralegal work or a closely related contracts/legal operations role.
• In lieu of a bachelors degree six (6) or more years of progressively responsible experience in contract administration paralegal practice or contracts-focused legal operations is acceptable.
• An equivalent combination of education professional certifications and directly relevant experience that demonstrates the knowledge skills and abilities required for the role will also be considered.
• Demonstrated experience drafting administering and tracking commercial agreements (NDAs LOIs MSAs services agreements or similar) across the full contract lifecycle.
• Working proficiency with Microsoft Office document/records management tools and e-signature platforms; experience with a CLM or comparable contracts database is preferred.
• Exposure to government contracting concepts (FAR/DFARS flow-downs prime/subcontract relationships) is a plus but not required; willingness to develop this knowledge is expected.
• Paralegal certificate NCMA membership or progress toward an NCMA certification (CCCM CFCM or CPCM) is a plus.
• Must be legally authorized to work in the United States and able to satisfy any export-control or eligibility requirements applicable to USA Rare Earths business.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this job the employee is regularly required to walk stand move sit carry bend kneel reach push pull lift use hands and fingers handle or feel and talk and hear. May be required to lift and move boxes or packages not exceeding 20 pounds in weight. Some work stress inherent to the position and extended work hours may be required.

Work Environment:

The work environment will be an office environment. Noise level: Normal office noises

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities duties or skills required of personnel so classified. Reporting relationships may not reflect the most recent changes to the organization.

USA Rare Earth proudly supports Equal Employment Opportunities

USA Rare Earths policy is to provide equal employment opportunities to all applicants and will provide reasonable accommodations according to applicable federal state and/or local laws.

For assistance applying for employment through this site due to disability please contact People & Culture to discuss reasonable accommodations.

Required Experience:

Unclear Seniority