| Detail | For this role |
|---|---|
| Department | Procurement and Purchase |
| Level | Mid level |
| Reports to | Contracts Manager |
| Direct reports | None |
| Experience | 2 to 4 years in contract administration or a commercial desk |
Contracts Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Contracts Executive
Department: Procurement and Purchase
Reports to: Contracts Manager
Location: [City], [office, branch or site]
About the role
A Contracts Executive supports the contracts function with the day to day work of drafting, administering and tracking purchase and service contracts. They prepare agreements from templates, check terms against the standard, maintain the repository and follow up renewals and obligations. The role reports to the Contracts Manager. A good contracts executive keeps the repository accurate and complete, flags every expiry in time, spots terms that stray from the standard, and turns around contract paperwork quickly so buying is never held up by documents.
Key responsibilities
- Prepare purchase and service contracts from approved templates and fill in the agreed commercial terms.
- Check draft contracts against the standard clauses and flag any deviation to the contracts manager.
- Maintain the contract repository with values, terms, parties and expiry dates kept accurate.
- Track renewals and expiries and remind the owners well before a contract lapses.
- Follow up signatures and stamping and file the executed copies in the repository.
- Record amendments, extensions and change orders with the right approvals and a clear trail.
- Support sourcing events by preparing draft terms and collating supplier deviations for review.
- Track basic obligations such as warranty periods, guarantees and price revision dates.
- Answer buyer and user queries on contract terms within the agreed turnaround.
- Prepare reports on contract coverage, pending signatures and upcoming expiries.
Requirements
- Graduate in commerce, law or arts
- A contract or paralegal course is an advantage
- Basic knowledge of commercial terms and GST
- 2 to 4 years in contract administration or a commercial desk
KRAs and KPIs for a Contracts Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Repository accuracy | Contract records complete and correct above the agreed accuracy level |
| Renewal alerts | Every expiring contract flagged before the agreed notice window |
| Turnaround | Draft contracts prepared within the agreed service time |
| Deviation flagging | Non standard terms caught and raised before signing |
| Execution | Signed and stamped copies filed within the target time |
| Query response | Contract queries answered within the agreed turnaround |
Skills and tools
Tools used day to day: Contract lifecycle software, MS Word and Excel, SAP MM, Document management systems, e-signature tools.
Reporting line and career path
Next roles: Contracts Manager, Procurement Specialist, Legal Executive
Interview questions for a Contracts Executive
- How do you keep a large contract repository accurate and up to date?
- How do you make sure no contract lapses without a renewal decision?
- What would you flag if a draft contract leaves out a warranty clause?
- How do you track amendments so the current terms are always clear?
- How do you handle a rush contract when a sourcing award has just landed?
- How do you keep commercial contract information confidential?
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What does a Contracts Executive do?
A Contracts Executive handles the daily contract work: preparing agreements from templates, checking terms against the standard, keeping the repository accurate, tracking renewals and obligations, and filing signed copies. They flag deviations and expiries so the contracts manager can decide, and keep buying from stalling on paperwork.
What is the difference between a Contracts Executive and a Contracts Manager?
A Contracts Executive does the preparation, tracking and administration under guidance. A Contracts Manager owns the contract strategy, negotiates terms, decides on risk and deviations, and handles disputes. The executive keeps the process running; the manager makes the commercial and legal calls.
What qualifications does a Contracts Executive need?
Employers usually ask for a graduate degree in commerce, law or arts, and value a contract management or paralegal course. Careful attention to detail, comfort with contract software and spreadsheets, and a basic grasp of commercial terms and GST matter as much as the degree.