Amaia Ruiz
Summary
Seasoned and organized Contracts Manager/Paralegal with over 25 years of experience in Administration and Business Management, specializing in Executive Administration, Contract Management, Legal support, negotiating multi-million-dollar contracts, streamlining procedures to enhance operational efficiency, bringing in more money on the bottom line; and maintaining rigorous compliance. Skilled in coordination, management, training teams, compiling manuals, and ensuring smooth business operations. Adept in innovative solutions to improve workflow and documentation accessibility. Ability to manage sensitive information with discretion and integrity.
Overview
2026
2026
years of professional experience
Work History
Contracts Manager
ERRG
Martinez
10.2024 - Current
- Manage Contracts Department and serve as the primary point of contact for all contractual matters from start to finish.
- Assist our project management and sales team with acquiring documents for Government job bids.
- Follows up on documents after handing over to the next phase to ensure all matters/requests have been handled.
- Reviews Government base/Prime contracts, ensures company is in compliance with FAR/DFAR, NAICS other federal, state, and local government policies and legal standards if applicable.
- Evaluate vendor proposals, terms and conditions and provide support to ERRG's project teams.
- Create documents, review redlines, and negotiate contracts, subcontracts, NDA's, MSA's, PSA's, Teaming agreements, Joint Venture Agreements, Lease Agreements, Change Orders, and other executive documents.
- Reviews pertinent contractual documents for notice requirements and deadlines; drafts required correspondence and legal documents for review and approval.
- Build and maintain templates, boiler plate language and terms and conditions.
- Prepare and file Mechanic liens, prelien and lien release documents.
- Provide thorough information to Senior Management for negotiated contractual terms deviating from standard contract terms and associated difference in risk exposure.
- Respond and review requests by third parties and assist project management teams in different offices and timezones.
- Work collaboratively, effectively, and efficiently with all internal personnel and external clients.
- Consistently adhere to contract and document tracking requirements, including accurate data entry and use of electronic contract management systems.
- Support the company's business strategies, by ensuring compliance with corporate and government procurement policies.
Contracts Coordinator (Temporary Contract)
Lawrence Livermore National Laboratory
Livermore
06.2024 - 09.2024
- Provide contract administration and market research support to Supply Chain management department.
- Maintain the supplier management database into various internal Databases.
- Verify consistency and accuracy of contract values, vendor names, correct milestones, deliverable dates, and expiration dates.
- Enter contract award information into the internal LLNL databases, scan and file electronic agreements into respective contract file folders.
- Ensure receipt of all deliverables is documented, and follow up with vendors, if required.
- Track, and expedite submittals, communicate deliverable or vendor performance concerns to contracting personnel and technical representatives.
- Track and resolve external queries relating to order status, account information and compliance issues.
- Assist contracting professionals obtain insurance certificates from vendors.
- Expediting and closing out of vendor/supplier subcontracts for fiscal year end.
- Supply Chain Management
Contracts & Compliance Manager/Corporate Paralegal (Temporary)
CMC
Stockton
06.2023 - 04.2024
- Managed lifecycle and portfolio of contracts and vendor agreements of various sizes and types.
- Drafted, revised, redlined, reviewed, and negotiated contractual agreements such as BAA's, MOU's, MSA's, NDAs, and other business agreements under the guidance of the General Counsel.
- Supported General Counsel by preparing responses to discovery requests and subpoenas and acting as a liaison between counsels.
- Prepared and maintained business licenses, officer's certificates, compliance certificates, and other corporate documents.
- Assisted with corporate compliance efforts in reporting compliance-related matters to state and federal agencies.
- Identified and implemented opportunities for automation and improvements in contract management procedures.
- Compiled information for Board Meetings and meeting minutes and performed administrative duties as assigned for management and Executives.
Corporate Franchise Contract Manager/Corporate Paralegal
ExtraMile Convenience Stores LLC
Pleasanton
02.2021 - 05.2023
- Managed end-to-end contract lifecycle of Franchise Contracts and agreements, ensuring legal compliance.
- Maintained an up-to-date legal database, enhancing accessibility and efficiency.
- Drafted and sent various legal Franchise documents, renewal Contracts, Non-Disclosure, Mutual Termination Agreements, construction Letter of Intent, Construction cost agreement, and Scope of Work for sites refreshing.
- Filing, renewing, and maintaining franchise corporate entity documents and licensures for multiple states.
- Drafted, red/blacklined documents and professional correspondence for in-house legal.
- Calculated amortization and debranding fees owed per franchisee contract and sent to Franchisees and Accounts Receivable for collection.
- Conducted comprehensive business research to support the in-house legal team.
- Calculated and communicated franchise-related fees, facilitating timely collection.
- Developed a proprietary system to track contract modifications, improving traceability.
- Ensured 100% data accuracy in legal databases through rigorous audits.
- Maintained accurate and up to date records and electronic filing system to ensure that contracts are easily accessible.
Self Employed/Co-Owner/VP
CSH General Construction
Brentwood
01.2013 - 11.2020
- Created and submitted bids/proposals and contracts to clients.
- Managed employee onboarding and payroll, ensuring compliance with tax regulations.
- Handled accounts payable and financial reconciliation using QuickBooks.
- Scheduled and coordinated new client consultations, enhancing customer relations.
- Maintained company's financial books, ensuring accuracy and transparency.
- Streamlined data processes, improving database management and client tracking.
- Implemented cutting-edge social media strategies, increasing brand visibility.
- Pioneered new client engagement protocols, significantly growing client base.
- Introduced advanced tech tools for project management, reducing costs.
Bookkeeper/Assistant to the Regional Director
District Council 16 Painters & Tapers
Martinez
01.2016 - 12.2016
- Managed all aspects of day-to-day operations of local construction trades union office and interacted with over nine hundred members monthly.
- Functioned as liaison between employers, members, trustees, trust funds, board members, executives, and local government officials.
- Analyzed and troubleshoot discrepancies in financial reconciliations.
- Processed journal entries and scheduled and prepared disbursements of all monthly invoices and office bills.
- Collaborated closely with auditors and prepared documents for auditing.
- Created and updated spreadsheets to keep track of inventory, expenses, dispatches, and member counts.
- Assisted members with filling out paperwork for beneficiaries, trust funds, pensions, and death claims.
- Prepared various correspondence, memorandum, letters, and fax or email work referrals for union members.
- Compiled, transcribed, and distributed meeting minutes.
Construction Labor Compliance Investigator
Work Preservation Fund
Livermore
03.2013 - 01.2016
- Investigated projects under CA Contracts to ensure all parties complied with labor laws, wages, and regulations.
- Management of 120 or more confidential cases and project files [electronic and hard copy].
- Compiled case summary and other information required to initiate and process complaints to State Agencies.
- Recorded notes on actions taken, telephone conversations, worker statements, and other pertinent information.
- Participated in and exchanged information with other compliance organizations and state and local agencies.
- Sought legal assistance (with our Legal Counsel) to obtain documents from non-responsive providers.
- Initiated legal action (request for production of documents under FOIA, when administrative remedies were unavailable or ineffective.
- Proofread documents, compose letters/memos, and meeting notes.
Legal Administrator/Junior Paralegal
Law Offices of D.M.Lederman
Moraga
- Initial intake of new or potential clients.
- Orchestrated client interactions, embodying the firm's professionalism.
- Bridged communication between clients and Attorneys.
- Worked closely with clients to ensure various legal documents were submitted in a timely manner (Interrogatories, responses, PDD, and other relevant legal forms).
- Arranged court calls and Zoom appointments and ensured the attorneys and clients had the information needed.
- Opened new client files and maintained all client and general files, including electronic and hard copy files.
- Conducted periodic reviews of files and prepared files for closure.
- Prepared and sent Client–attorney agreements for retainer.
- Prepared and dispatched legal documents for court filings in a timely fashion.
- Managed attorney calendars, aligning client appointments and court appearances.
- Introduced tech solutions and set up for remote client consultations.
Education
Certificate of Completion - Government Procurement, Competition in Government Contracting
Public Contracting Institute
Paralegal Certificate -
California State University- Monterey Bay
Real Estate Salesperson License -
California Department of Real Estate
Management, Customer Service and Leadership training
Various
Skills
- Executive Administration
- Working with senior executives and boards
- Leadership
- Training Mentoring staff
- Problem Solving
- Attention to detail
- Proofreading
- Technology savvy
- Relationship building
- Customer Service
- Concise written and oral communication
- Data Entry
- Record-keeping
- Legal terminology
- Legal support
- Legal Operations & Process
- Contracts Law
- Risk Management
- Corporate governance
- Compliance
- Contracts Management/Negotiation
Timeline
Contracts Manager
ERRG
10.2024 - Current
Contracts Coordinator (Temporary Contract)
Lawrence Livermore National Laboratory
06.2024 - 09.2024
Contracts & Compliance Manager/Corporate Paralegal (Temporary)
CMC
06.2023 - 04.2024
Corporate Franchise Contract Manager/Corporate Paralegal
ExtraMile Convenience Stores LLC
02.2021 - 05.2023
Bookkeeper/Assistant to the Regional Director
District Council 16 Painters & Tapers
01.2016 - 12.2016
Construction Labor Compliance Investigator
Work Preservation Fund
03.2013 - 01.2016
Self Employed/Co-Owner/VP
CSH General Construction
01.2013 - 11.2020
Legal Administrator/Junior Paralegal
Law Offices of D.M.Lederman
Certificate of Completion - Government Procurement, Competition in Government Contracting
Public Contracting Institute
Paralegal Certificate -
California State University- Monterey Bay
Real Estate Salesperson License -
California Department of Real Estate
Management, Customer Service and Leadership training
Various