Contracts Analyst

Mission Statement

Through the use of social and restorative justice principles, Five Keys provides traditionally underserved communities the opportunity to improve their lives through a focus on the Five Keys: EDUCATION, EMPLOYMENT, RECOVERY, FAMILY, COMMUNITY.

Five Keys Overview

Five Keys is a nonprofit organization that operates an extensive network of programs across California. With a presence in 14 counties and over 120 locations, Five Keys focuses on various initiatives aimed at empowering individuals and families to overcome poverty and inequity. The organization's programs encompass a wide range of services, including public charter schools, restorative justice programs in jails and prisons, shelters, permanent supportive housing, and the development of new housing and support programs. At Five Keys, the overarching objective is to uplift individuals and families by providing them with essential resources. This includes education, housing, employment, and the necessary tools to sustain their progress. By offering these fundamental elements, the organization aims to create positive and lasting change in communities, making them better places for everyone.

Our Core Competencies

A well qualified candidate has the capacity to communicate effectively, collaborate with others while building positive relationships, demonstrates strong problem solving skills, has a dynamic learning mindset, and remains committed to a high level of cultural and social awareness. A successful candidate will work well under pressure, observe appropriate boundaries and operate with a high degree of emotional intelligence.

What it’s really like to join our agency…

At Five Keys, culture matters. Culture is at the very core of everything we do and impact on a daily basis. We’ve made a commitment to building an inclusive culture that seeks collaboration over hierarchy to create empowered work teams. We serve vulnerable populations daily and we strive to approach everyone with compassion, patience and a trauma informed approach. We choose to push past discomfort to have difficult conversations to impact the greater good. This allows us the opportunity to collaboratively create an inclusive culture and transform the world around us.

BENEFITS

We offer affordable medical, dental, and vision insurance, along with generous paid time off. Employees may participate in pre-tax flexible spending accounts and a 403(b) retirement plan. We provide annual reimbursements of up to $100 for gym memberships, smoking cessation programs, and weight loss programs, as well as up to $50 per year for athletic event participation and massages. Additional company-paid benefits include access to a wellness app, wellness coaches, and an Employee Assistance Program for employees and their dependents.

Qualifications

JOB SUMMARY

The Contracts Analyst reports to the Chief Financial Officer and is responsible for coordinating and overseeing the administration of vendor contracts and real estate leases for Five Keys. This position supports the full contract lifecycle, including contract development, review, execution, renewal, compliance, and recordkeeping. The Contracts Analyst evaluates contractual terms and obligations, monitors critical deadlines, identifies potential risks, and ensures contract administration aligns with organizational policies, budget requirements, applicable regulations, and operational needs.

The Contracts Analyst collaborates with vendors, landlords, property managers, internal departments, legal counsel, and other stakeholders. The position analyzes contracts and lease records, tracks critical dates, financial and operational obligations, identifies risks, and provides timely reports and recommendations to support sound management decisions.

We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. If this job is for you, you are detail-oriented, analytical, organized, and skilled in contract administration and stakeholder coordination. You demonstrate sound judgment, strong communication and problem-solving skills, and the ability to manage competing priorities while maintaining accuracy, confidentiality, and compliance. You also insist on maintaining a positive attitude and you are comfortable working with employees at every level, regardless of their position in the organization, role or background.

JOB DUTIES AND RESPONSIBILITIES

Vendor Contract Administration

• Coordinate and manage the vendor contract lifecycle, including initial requests, review, approvals, execution, renewals, amendments, and terminations.
• Review vendor contracts to identify key financial, operational, and compliance provisions, including pricing, payment terms, renewal conditions, insurance requirements, indemnification, termination rights, and service-level expectations.
• Coordinate contract reviews with Finance, Legal, Procurement, Information Technology, Human Resources, program leadership, and other departments as appropriate.
• Verify that proposed vendor contract costs, including existing financial commitments within the applicable department or project, are consistent with approved budgets and available funding before execution.
• Verify required approvals, supporting documentation, insurance certificates, and vendor compliance records are complete before contracts are submitted for.
• Monitor vendor performance and compliance with contractual terms and coordinate with responsible departments to address performance concerns, service deficiencies, and required corrective actions.
• Support contract negotiations, documenting proposed revisions, and tracking agreed-upon changes through final approval.
• Identify unfavorable, inconsistent, or high-risk contract concerns and escalate them for management or legal review.
• Maintain approved contract templates, standardized review procedures and related administrative resources to promote consistency and efficiency.

Real Estate Lease Administration

• Maintain complete and accurate records for facility leases, subleases, amendments, licenses, and related real estate agreements.
• Track lease commencement and expiration dates, renewal and termination options, rent adjustments, deposits, operating expenses, insurance obligations, maintenance responsibilities, and required notice periods.
• Review rent invoices and other occupancy charges for consistency with lease terms and identify discrepancies requiring resolution.
• Prepare lease summaries and abstracts outlining key financial terms, contractual obligations, responsibilities, critical dates, and potential risks.
• Coordinate with landlords, property managers, Facilities, Finance, Legal, and program leadership to address lease administration matters and contractual requirements.
• Support lease renewals, amendments, new site negotiations, relocations, and facility closures.
• Maintain schedules of future lease commitments and provide documentation needed for budgeting, financial reporting, and audits by coordinating documentation, timelines, stakeholder reviews, and required approvals.
• Track future lease commitments, rent increases, and occupancy-related financial obligations to support budgeting, financial planning, and audit preparation.
• Assist Finance with information required for lease accounting and financial statement reporting.

Compliance, Reporting, and Records Management

• Maintain a centralized contract and lease management system to ensure accurate records, document accessibility, and effective tracking of contractual obligations.
• Establish and maintain tracking mechanisms and alerts for contract expirations, renewals, payment adjustments, insurance requirements, notice periods, and other critical deadlines.
• Prepare regular reports and dashboards summarizing contract status, upcoming renewals, lease obligations, financial commitments, compliance concerns, identified risks, and recommended actions.
• Ensure executed contracts, amendments, approvals, correspondence, and supporting documents are complete, properly organized and readily accessible.
• Support audits, monitoring reviews, grant compliance activities, and requests for contractual documentation.
• Assist with developing and improving contract administration policies, procedures, workflows, and internal controls.
• Recommend improvements to contract administration procedures, workflows, tracking systems, and internal controls to strengthen efficiency, consistency, and risk management
• Perform other related duties and special projects as assigned.

KNOWLEDGE AND SKILLS

• Knowledge of contract administration practices within nonprofit, educational, public-sector, or multi-site organizations.
• Knowledge of commercial real estate lease administration, including lease terms, renewals, financial obligations, and compliance requirements.
• Familiarity with procurement requirements, grant-funded contracts, and public funding environments.
• Proficiency in contract lifecycle management, procurement, accounting, or enterprise resource planning (ERP) systems, with the ability to maintain accurate records and track contractual obligations.
• Strong analytical and reporting skills, with the ability to prepare accurate contract summaries, lease abstracts, compliance reports, and management dashboards.
• .Working knowledge of lease accounting principles, including ASC 842 and their implications for financial reporting and compliance.
• .Ability to accurately prepare contract summaries, lease abstracts, compliance reports, and management dashboards.
• Exceptional attention to detail, with the ability to maintain accuracy, completeness, and consistent follow-through on contractual obligations.
• Sound judgment and risk awareness, with the ability to identify potential contractual issues, assess implications, and recommend appropriate solutions.
• Strong analytical and critical-thinking skills, with the ability to interpret contract terms, evaluate requirements, and identify financial, legal, and operational implications.
• Excellent organizational and time management skills, with the ability to prioritize competing responsibilities, track critical deadlines, and manage multiple contracts simultaneously.
• Strong written and verbal communication and negotiation skills, with the ability to communicate contractual requirements clearly and facilitate productive discussions with stakeholders.
• Strong interpersonal and cross-functional collaboration skills, with the ability to build effective working relationships with internal departments, vendors, landlords, and external partners.
• Demonstrated discretion and professionalism, with the ability to maintain confidentiality and appropriately handle sensitive contractual, financial, and organizational information.
• Demonstrated commitment to integrity, transparency, and accountability, with the ability to uphold ethical standards, follow established policies, and take ownership of assigned responsibilities.
• Strong proficiency in Microsoft Excel, Word, Outlook, and electronic document-management systems.

EDUCATION AND WORK EXPERIENCE

• Bachelor’s degree in business administration, finance, accounting, real estate, legal studies, public administration, or a related field.
• Three or more years of experience in contract administration, procurement, real estate lease administration, legal operations, or a related area.
• Experience reviewing contracts and identifying key financial, operational, and compliance provisions.
• Demonstrated ability to manage multiple agreements, deadlines, and stakeholders with a high degree of accuracy.

PHYSICAL REQUIREMENTS

• Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed
• Frequent talking and hearing conversations
• Long periods of walking, sitting at a desk and/or computer station
• Lifting items that weigh up to 25 lbs; reaching, bending, carrying and stooping within the daily routine of tasks and activities
• Occasional travel to organizational facilities or meetings may be required.

ADDITIONAL REQUIREMENTS

• This position is contingent upon a satisfactory result of a Live Scan (criminal background investigation)

WORK ENVIRONMENT

• In office but hybrid or remote work may be considered
• Moderate to high noise level
• Work environment varies from site to site
• Some personal safety risk working in underserved communities

GROWTH OPPORTUNITIES

At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency-wide (i.e., charter schools, housing services, programs, transitional employment, nonprofit administration, etc).