Contract Administrator

Bibliotheca has been partnering with libraries around the globe for over 50 years, transforming how libraries meet the ever‑evolving needs of their communities. With a vision of reinventing the future of libraries, Bibliotheca leverages integrated technology to create seamless, intuitive, and inclusive library experiences for both patrons and staff. Serving over 30,000 libraries worldwide, the company combines global insights with localized support to ensure libraries are prepared for the demands of modern service.

Bibliotheca is driven by a commitment to inspiring and delighting diverse library users wherever they are.

Administer contracts from initiation through completion, ensuring compliance with company policies and procedures. Review and coordinate contract terms with internal teams and vendors, manage amendments, and maintain accurate electronic records using Docu Sign or similar tools. Track contract status, performance, and compliance through reporting and documentation management.

This role requires a detail‑oriented, self‑motivated professional who can communicate effectively across teams and understand company objectives to minimize risk. Working under general guidance, the Contracts Administrator supports contract compliance, maintains required customer documentation and certifications, and reviews purchase orders as needed while collaborating with sales, marketing, product management, customer service, and finance.

• Manage the contract life cycle, ensuring timely approvals, accurate records, and monitoring expirations and renewals.
• Review RFP's, contracts, and purchase orders to ensure terms, conditions, and requirements are understood and addressed.
• Draft sales agreements using company templates and coordinate response to customer contract terms with internal teams.
• Maintain accurate and up‑to‑date contract documentation, including certifications insurance requests, and vendor forms.
• Communicate with customers and internal stakeholders via phone, email, meetings, and conference calls, resolving issues, and supporting problem solving.
• Research certifications, applicable state contracts, and develop working knowledge of company products and the library market.
• Bachelor’s degree in business administration, Finance, Law, or a related field
• Ability to work both independently and collaboratively in a hybrid work setting
• Attention to detail and strong organizational abilities
• Familiarity with library systems or related industries is an asset