Contracting Administrative Assistant

Do you ensure that contracts are in order, processes run smoothly, and external professionals can get to work without any worries?

Do you find structure, contract management, and the careful organization of administrative processes energizing? Are you detail-oriented, analytical, and do you enjoy interacting with colleagues, suppliers, professionals, and clients on a daily basis? Then this is your next challenge.

As a Contract Manager—also known as a Contracting Administrative Assistant—you’ll be part of our Contracting & Compliance team. Together, you’ll ensure that thousands of external professionals can start and continue working with our clients without any issues. You’ll make sure that contracts are drafted correctly, files are complete, and processes comply with applicable laws and regulations.

You’ll combine contract management with administrative responsibilities. With your attention to detail, service-oriented approach, and understanding of processes, you’ll ensure that everything is handled at the right time and in the right way.

Your Impact as a Contract Manager

As a Contract Manager, you serve as a key link between professionals, suppliers, clients, and internal colleagues. Thanks to your work, external professionals can get to work without any worries, and all parties involved know exactly where they stand.

You are responsible for the entire contract lifecycle—from onboarding and contract drafting to amendments, renewals, and terminations. You monitor the quality of contracts, keep files up to date, and ensure that follow-up processes such as time tracking, invoicing, and payments run smoothly.

In addition, you’ll serve as a key point of contact for questions regarding contracts, compliance, and laws and regulations. You’ll assist colleagues and other stakeholders with practical questions, help brainstorm solutions, and identify potential risks before they become problems.

Because laws and regulations governing the hiring of external staff are constantly evolving, you’ll have plenty of opportunities to further expand your knowledge. This will allow you to continue developing your expertise as a specialist in contract management, contracting, and compliance.

What will you do?

At HeadFirst x Impellam, we process thousands of contracts for external professionals every year. That makes your work both important and varied. You ensure that the contract management process is carried out properly from start to finish and that all parties involved can rely on one another.

Your responsibilities will include, among other things:

• Manage the entire contract lifecycle, from onboarding to changes, renewals, and terminations.

• Drafting, reviewing, and processing contracts within vendor management systems such as Striive and Nétive.

• Verify that contracts, files, and documentation are complete, accurate, and compliant.

• Monitoring deadlines and ensuring that contracts and amendments are processed in a timely manner.

• Coordinating follow-up processes, such as time tracking, payroll processing, and invoicing.

• Answering questions from recruiters, suppliers, professionals, and clients regarding contracts, procedures, and compliance.

• Provide advice on contract types and the application of relevant laws and regulations.

• Identify legal, operational, and compliance risks and discuss them with colleagues in Legal, HR, Finance, or Risk & Compliance as needed.

• Monitoring quality and data quality within our systems.

• Contribute ideas on process improvement, standardization, and further automation within Contracting.