Contract Coordinator

Title                             Contract Coordinator

Department            Legal

Location                      Niwot/Hybrid

Reports To                  Legal Operations and Contract Manager

About Us

Established in 1972, Particle Measuring Systems is a global leader for micro-contamination monitoring equipment, improving the performance of clean manufacturers in the semiconductor and pharmaceutical industries.  We’re a growing technology company in Niwot, Colorado, the heart of the Rocky Mountains.  We offer an exceptional and rewarding work environment in a great place to live.  Our employees enjoy challenging projects in the development and manufacture of light scattering particle counters and diverse technologies and applications.

The Role

As the Contract Coordinator, you will directly assist the Legal Operations and Contract Manager in supporting all PMS business functions to achieve their strategic objectives and operational targets while maintaining compliance with applicable laws and regulations.

In this role, you will provide critical support to the Legal Operations and Contract Manager, the General Counsel, the PMS executive team, and global PMS employees across transactional, litigation, intellectual property, and commercial matters. You will play an essential role in coordinating contract lifecycles, refining operational workflows, and contributing significantly to the Legal team’s level of client service and valued partnership with the business.

The position is well suited for an experienced candidate who possesses a high level of flexibility and a solution-oriented mindset. This person will support the Legal Operations and Contracts Manager in implementing a centralized and operational Legal function. While a majority of the work for this role will be performed autonomously, building relationships with other departments will be critical to your success. The ideal candidate is a specialist passionate about their chosen field, who will be able to add value to a growing organization and its employees, in both the short and long term.

Job Responsibilities

Contract & Intake Management

• Request Management: Monitor the legal intake queue, review incoming contract requests for completeness, and triage them to the appropriate legal team member based upon corporate priorities and workload of other Legal and Compliance team members.
• Lifecycle Support: Assist in drafting standard agreements using approved corporate templates (e.g., NDAs, vendor agreements, MSAs, SOWs).
• Database Administration: Input, organize, and maintain contract metadata in the PMS CLM platform, ensuring accurate data entry and document tagging.
• Tracking & Milestones: Monitor key contract dates, renewal triggers, terminations, and compliance deadlines, sending proactive reminders to internal business owners.
• Agreement Drafting: Prepare standard contracts of all kinds using approved guidelines, including agreements for distributors, resellers, contractors, and consultants.

Legal Operations & Administrative Support

• Workflow Optimization: Support the Legal Operations Contract Manager in refining legal intake workflows, updating playbook guidelines, and organizing template libraries.
• Signature Routing: Manage e-signature workflows (e.g., DocuSign, Adobe Sign) and ensure fully executed agreements are archived correctly.
• Cross-Functional Coordination: Serve as a day-to-day point of contact for internal teams (Finance, Sales, HR, Procurement) regarding contract status updates.
• Reporting & Auditing: Help generate routine contract metric reports (e.g., turnaround times, pending requests, upcoming expirations) and assist with periodic audit requests.

Global Compliance & Policy Support

• Regulatory Compliance: Assist in monitoring and ensuring compliance with applicable laws and regulations relating to global operations, with a key focus on trade controls between the US, Europe, South America, and Asia.
• Policy Governance: Support compliance efforts across PMS internal policies as well as those established by our parent company, Spectris plc.
• Litigation, Corporate Operations Support and M&A Support
• Discovery Assistance: Should the need arise, assist General Counsel, outside counsel, and internal company departments in gathering and responding to discovery requests during litigation and providing due diligence support for any mergers, acquisitions, or divestitures.
• General Corporate Support: Provide cross-functional operational support across all lines of PMS's business on commercial, IP, and other matters.

Training; Awareness and Escalation

• Work closely with the Legal Operations Contract Manager and PMS General Counsel to funnel down appropriate Legal and Compliance communications
• Facilitate and carry out training to relevant personnel globally
• Monitor changes published by applicable authorities and ensure these are escalated and, subsequently, appropriately addressed and considered within PMS
• Ensure that issues requiring escalation to the General Counsel, as appropriate, are communicated

Audits

• Support external audits and assessments and implement any required/necessary corrective actions.
• Oversee the audit of agreements globally. Ensure corrective action plans are appropriately developed and implemented by the necessary parties.
• Lead periodic legal and compliance self-assessments and implement any necessary corrective actions to ensure compliance with trade compliance regulations and internal policies
• Mitigate risk to Spectris group and PMS through process management, ensuring that all activities are carried out in accordance with PMS and Spectris policies and standards and are in compliance with any applicable regulations.

General Ethics & Compliance work

• This team member will be willing to support the General Counsel, Chief Compliance Officer and local Ethics and Compliance Officer on a day-to-day basis to ensure compliance with, among others, national and international anti-bribery and corruption laws and regulations

Required Qualifications

• Approachability and a strong stakeholder service orientation with excellent verbal and written communication skills

• Ability to easily understand complex technical products. This could have been gained from previous experience in a similar manufacturing company or through related association or work experience.
• A strong attention to detail, strong analytical skills, and the willingness and ability to make decisions 
• Ability to work on projects and tasks with significant complexity 
• A “Hands-On” mentality combined with a “No Compromise on legal requirements and group interests” attitude, but also being a problem solver that works to establish compliant solutions
• Ability to persuade others 
• Fluent English in both oral and written

Qualifications & Skills

Required:

• Education: Bachelor’s degree, Associate’s degree, paralegal training or equivalent practical experience.
• Experience: 1–3 years of administrative, operations, or paralegal experience in a corporate setting or law firm.
• Tech Savvy: Familiarity with Contract Lifecycle Management (CLM) software, e-signature tools (DocuSign/Adobe Sign), and standard office suites (Microsoft 365, Google Workspace).
• Attention to Detail: Meticulous approach to proofreading, data entry, and record-keeping.
• Communication: Clear written and verbal communication skills with a customer-service-oriented mindset toward internal stakeholders.
• Discretion: Proven ability to handle confidential and sensitive corporate information with discretion.
• Notary Public: Active Notary Public commission (or willingness to obtain certification within 90 days of hire).

Preferred:

• Prior experience working directly within a Legal Operations or Contract Management function.
• Basic understanding of contract terminology and contract lifecycle stages.
• Experience with ticketing systems (e.g., Legisway, SimpleDocs).

Work Environment & Physical Requirements

• This position follows a hybrid work schedule and is expected to be on-site at least 3 days per week based on project priorities and business needs
• This role primarily operates in an office environment.  Must be able to sit, stand, and use a computer for extended periods of time
• Occasional lifting of up to 20 lbs. may be required
• Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of this role

Compensation & Benefits

• Competitive base salary range: $32.00 - $40.00 per hour depending on experience
  • Our compensation philosophy: we offer competitive pay based on market data, including local, national, and industry benchmarks.  For new hires, offers are generally within the established min- to mid-point of the range for the role, with flexibility to recognize experience, skills, and education.  Our approach ensures fair pay internally while remaining competitive externally and allows room for growth.
• Comprehensive benefits package:

• Health coverage: medical, dental, vision, fsa, onsite clinic (CO employees), life insurance
• 401(k) retirement plan with company match
• Vacation, holiday, and leave policies
• Tuition reimbursement, Employee recognition programs, Employee assistance programs

Particle Measuring Systems is proud to be an Equal Opportunity Employer and are committed to building an inclusive and supportive workplace where everyone can thrive.

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