Contract Specialist

Job Description

Job Title: Contract Specialist

Department: Wholesale

Reports To: GM Wholesale Operations

Exemption Status(FLSA): Exempt

Job Summary:

The Contract Specialist provides administrative and contractual support for the companys dealer business and real estate portfolio. This position is responsible for preparing and maintaining dealer agreements amendments legal documents contract abstracts property records lease files and other documentation related to dealer locations and company properties.

The position works closely with dealers corporate leadership attorneys title companies accounting trucking operations and other internal departments to coordinate contracts property transactions lease renewals dealer changes compliance requirements and other business activities. The role requires strong organizational skills attention to detail confidentiality judgment and the ability to manage a high volume of time-sensitive legal and contractual documentation.

Essential Functions:

• Dealer Contract Administration: Process maintain and track dealer agreements amendments letter agreements assignments terminations and other contractual documents; manage a high volume of dealer documentation and maintain accurate records.
• Real Estate & Property Administration: Prepare documentation related to property purchases and sales coordinate signatures and closings with corporate leadership attorneys title companies and property owners and support ground lease and tenant lease administration.
• Contract & Lease Compliance: Maintain tickler systems for dealer contracts ground leases tenant leases equipment leases brand commitments renewal options expiration dates assignments and other critical contractual deadlines.
• Legal & Corporate Documentation: Manage UARs contract abstracts UCC filings business searches and other legal or corporate documents; coordinate documentation with attorneys and appropriate internal departments.
• Dealer Administration & Compliance: Coordinate dealer assignments terminations new openings and other dealer changes with Accounting Trucking Operations and other corporate departments; obtain and track dealer insurance certificates and maintain compliance records.
• Business (Customer) Profile Administration: Manage and maintain accurate business/customer profiles including account information ownership and contact details documentation and other relevant records.
• Customer Credit Administration: Perform credit checks and related credit evaluations on prospective customers and maintain appropriate credit documentation and records.
• Real Estate Negotiation & Lease Renewals: Coordinate and negotiate with property owners regarding lease options renewals terms and conditions and assist with the administration of vacant tenant spaces.
• Dealer Programs & Events: Coordinate dealer recognition programs anniversary awards Trueplayer Club events dealer meetings and other dealer-related events and activities.
• Dealer Reimbursement & System Administration: Process Shell/BP cooperative reimbursement requests and administer dealer-related platforms and systems including Shell Markethub BP Connection and Marathon My MPC Community.
• Records & Portfolio Management: Create and maintain comprehensive files for company-operated locations dealer locations ground leases tenant properties contracts and other real estate and dealer records.
• Notary Services: Provide Notary Public services for company-related documents as required.
• Cross-Functional Coordination: Serve as a key administrative liaison among dealers corporate leadership legal counsel title companies property owners accounting operations trucking and other stakeholders to ensure timely completion of transactions documentation and contractual obligations.
• Special Projects: Support legal dealer real estate and corporate projects and perform other duties as assigned.

Requirements

• Strong organizational and time-management skills with the ability to manage a high volume of contracts documents deadlines and competing priorities.
• Exceptional attention to detail accuracy and follow-through when preparing and maintaining legal contractual and property documentation.
• Strong written and verbal communication skills with the ability to work professionally with executives attorneys dealers property owners vendors and internal departments.
• Ability to handle confidential and sensitive legal financial property and business information with discretion and sound judgment.
• Ability to independently manage deadlines identify issues and proactively follow up to ensure timely completion of assignments and contractual obligations.
• Strong proficiency with Microsoft Office and the ability to learn and effectively manage multiple systems and databases.
• Ability to understand organize summarize and track contractual and lease terms renewals and other critical deadlines.
• Notary Public commission or ability to obtain and maintain a commission required.

Education and Experience:

• Associates or bachelors degree in business administration legal studies real estate paralegal studies or a related field preferred.
• Minimum of 5 years of experience in contract administration real estate administration legal administration paralegal support or a related field.
• Experience working with contracts leases legal documents property transactions or corporate records strongly preferred.
• Experience in a corporate legal real estate petroleum convenience store retail or dealer environment is preferred.
• Experience working with attorneys title companies property owners or other legal and real estate professionals preferred.

Physical Requirements:

• Ability to sit and work at a computer for extended periods.
• Ability to frequently communicate by telephone email and in person.
• Ability to perform repetitive hand and wrist movements associated with computer and office equipment use.
• Ability to occasionally lift and carry office supplies files packages or other materials weighing up to 25 pounds.
• Ability to move throughout the office and attend meetings or events as required.

Work Environment:

• Primarily office-based in a professional corporate environment.
• Regular interaction with executives dealers attorneys title companies property owners vendors and internal departments.
• Work may occasionally involve visits to company or dealer locations property sites or meetings with external partners.
• May require occasional work outside of normal business hours to support dealer events meetings transactions or business needs.

Required Travel:

• Occasional travel may be required for dealer meetings events property matters company meetings or other business activities.
• Travel is generally local or regional with occasional overnight travel as business needs require.

TrueNorthis an equal opportunity employer and considers applicants without regard to race color religion sex national origin age disability veteran status sexual orientation or any other legally protected class.

Required Experience:

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