Contracts & Quality Control Specialist

Schellman is a Top 50 CPA firm and a leading provider of attestation and compliance services. Our professional services focus on security and privacy audits, assessments, and certifications.  Schellman has become one of the largest cybersecurity assessment firms in the United States without providing any traditional accounting services.  We are an accredited multi-framework ISO Certification Body for security, privacy, business continuity, and quality; a globally licensed PCI Qualified Security Assessor and a top provider to clients serving the federal DoD space as a leading FedRAMP 3PAO and the first assessment firm authorized as a CMMC C3PAO. Our specialty and expertise remain in providing best in class Cybersecurity and IT Audits and Attestations. Our culture, approach with clients, and dedication to our values has led us to consistently be a Great Places to Work certified company and rated as a Best Firms to Work For by Accounting Today and a Glassdoor Best Places to Work. We deeply appreciate our employees, as shown by our first core value – People Come First. This is demonstrated in our culture, benefits, and how we handle business. Come see what makes Schellman special!

The Contracts & Quality Control Specialist is responsible for collaborating with internal personnel to provide contract support for client contracts, as well as other related projects and initiatives that support the organization.

This role combines contract administration and quality control functions, ensuring that customer contracts are accurately prepared, reviewed, and implemented. The Contracts & Quality Control Specialist reviews deal structure in HubSpot, pricing in SmartQuote, and project details in QuickBase for alignment with customer contracts prior to execution and also ensures accurate and timely implementation of executed contracts in Workday Financials. The role evaluates customer profiles and company policies to ensure contract terms are followed, and works strategically with the Contracts Administration team, Service Delivery team, Billing, and other business teams to resolve and prevent contract discrepancies.

In essence, this role is about operational accuracy, process discipline, and cross-team coordination to protect the organization from contract and system errors.

• Reviews customer contract drafts in Ironclad (Contract Management System) for quality by reviewing contract details such as: Schellman’s entity, customer name, bill-to-customer, dates, project fees, invoices, billing instructions, signature block, and other items as necessary.
• Reviews HubSpot deal records associated with customer contracts for account accuracy and project setup.
• Reviews SmartQuote pricing scenarios to ensure approval and pricing accuracy prior to contract execution.
• Reviews project details in QuickBase to ensure alignment with contract details.
• Reviews draft amendments before issuance to existing clients to ensure compliance with company policies and financials, and recommends changes to the Contracts Manager.

• Records executed contracts and contract amendments within the company’s contract management system (Workday Financials).
• Validates and enters customer contract data on a daily basis via contract automation tool in QuickBase for upload into Workday.
• Validates and enters amendment data via Enterprise Integration Builder (EIB) for upload into Workday.
• Ensures billing schedules in Workday accurately reflect the billing details in the executed contract and are ready for invoicing.
• Reviews fully executed amendment agreements and executes the necessary contract, project, and billing changes in Workday.
• Keeps track of all customer contracts, amendments, and cancellations.

• Uses time efficiently to provide support to the Contracts team, Service Delivery, Sales, Billing, and other business teams across contract administration functions, including contract development, review, and integration between company systems.
• Coordinates with the Contracts Manager to resolve customer contract and amendment questions; makes recommendations for resolution of discrepancies based on assessment of risks and to comply with company policies and procedures.
• Keeps track of discrepancies or other contract administration problems to identify trends and report on areas of concern or need for evaluation of company policies and procedures.
• Maintains knowledge of industry best practices in contract administration to support business teams.

Knowledge, Skills, and Abilities:

• Team player that enjoys working in a fast-paced environment
• Critical thinker that seeks solutions and identifies process improvements
• Exceptional attention to detail and organizational skills
• Good communication and collaboration skills for cross-team work
• Comfort working across multiple software platforms
• Ability to adapt to changing requirements and priorities
• Ability to meet designated deadlines
• Ability to understand the dynamics of the company’s legal, financial, and operational environment
• High level of agility in managing a large volume of tasks and competing priorities in an accurate and timely manner
• Proficiency with Microsoft Word, Outlook, and Excel
• Experience using contract management systems is a plus
• Experience with Workday Financials is a plus
• Experience with QuickBase and HubSpot is a plus
• Experience with Ironclad Contract Management System is a plus

Education, Work Experience and Certifications

• Bachelor’s degree in accounting, finance, business management, technology, or other relevant subject area, or equivalent years of experience directly related to the duties and responsibilities specified
• 2–3 years of relevant experience in contract administration, quality control, or a related operations role

Schellman is an equal opportunity employer (EOE) and strongly supports diversity in the workplace; therefore, providing equal employment opportunities to applicants and employees without regard to race, color, religion, age, sex, sexual orientation, gender identity/expression, national origin, protected veteran status, disability status, or any other legally protected basis, including arrest and conviction records, in accordance with applicable law. Schellman uses E-Verify in our hiring process.
 

At Schellman, we strive to provide a flexible and balanced environment and therefore offer the opportunity to work remotely, unless otherwise stated in the job requirements. Connecting, collaborating and continuous education are also highly valued and therefore we require some travel annually for our Internal Service Delivery roles, which can include in-person training, team meet-ups, and strategy meetings. Service Delivery team members will also be required to travel based on business and client needs.