Legal Contracts Administrator

Cadwells Legal Department is seeking a Legal & Contracts Coordinator to support the full lifecycle of contract intake tracking and administration while also assisting with intellectual property program support regulatory compliance tasks and general legal operations. This role is highly cross-functional and is well suited to someone who is organized adaptable and comfortable managing a wide variety of tasks in a fast-paced environment.

Duties and Responsibilities

Contract Intake Tracking & Administration

• Monitor and manage the Legal team email inbox
• Log update and track all legal requests; provide status updates on open requests as needed
• Follow-up on pending agreements with the Sales department
• Locate requested contracts and maintain organized accurately named contract and customer records

Contract Management System (CLM) Administration

• Utilize Cadwells Contract Management System (Cobblestone) to set up contract follow-up alerts maintain the contract library and build new features as assigned
• Work closely with the Cobblestone vendor team to learn and implement new system enhancements
• Maintain enhance and troubleshoot internal software systems and legal tools
• Update contract templates and maintain a log of related issues

Signature & Document Processing

• Prepare documents for signature using SignNow
• Complete customer and vendor documentation as needed
• Provide notary services and coordinate apostille/legalization processes

Compliance & Regulatory Support

• Track and route incoming subpoena and medical records requests and assist with document compilation under attorney direction
• Serve as scribe for internal audits

Intellectual Property Program Support

• Maintain up-to-date Intellectual Property (IP) trackers and records
• Draft agendas and schedule monthly IP/Patent & Trademark Committee meetings
• Review and process IP-related vendor invoices for approval
• Track IP issues and coordinate appropriate resolutions
• Coordinate and log inventor incentive rewards

General & Administrative Support

• Communicate effectively with internal departments and coordinate project-based work and events with teams across the business
• Provide occasional receptionist coverage
• Perform other administrative tasks as assigned

Qualifications

• 13 years of experience in a fast-paced administrative legal support role
• Associates degree or equivalent work experience
• Self-motivated with a strong work ethic and the ability to manage a wide variety of constantly changing tasks
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Active listening skills and the ability to take accurate concise notes
• Ability to work under pressure and meet deadlines
• Strong computer skills; working knowledge of Google Workspace (Docs Sheets Drive)
• Experience with contract management systems and/or e-signature platforms (e.g. SignNow) preferred
• Comfort handling sensitive information with discretion
• Current Notary Public commission or willingness to obtain one

Cadwell Industries Inc. is an Equal Opportunity Employer and affirms the right of every individual to participate in all aspects of employment without regard to race religion color national origin citizenship sex sexual orientation gender identity age veteran status disability genetic information or any other protected characteristic. If you are interested in applying for employment and need special assistance or an accommodation to apply for a posted position please contact our Human Resources department at.