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Contracts Coordinator

Operations (inc. Manufacturing)
OPE001MD Requisition #

Who are we?

Elsevier is a world-leading provider of information solutions that help you make better decisions, deliver better care, and sometimes make groundbreaking discoveries in science, health, and technology. We serve researchers, professionals, and clinicians, through the application of technology and analytics to content, empowering them to create knowledge, contribute to social progress, and enhance human well being. We are delivering next-generation professional information solutions and technology to our broad client base – and we need a team of exceptional sales leaders and professionals to join us on the journey.

Elsevier publish over 2,500 journals and more than 33,000 book titles, and provide web-based, digital solutions — among them ScienceDirect, Scopus, Evolve, Knovel, Reaxys and Clinical Key.


Job Title:

Contracts Coordinator

Purpose of the job:

To organize, prepare and process letters of agreement for contributors to edited books worldwide and sign off final IP rights review of edited books and serials for production.

Key Result Area:

Preparing Contributor Agreements:


Check spreadsheets (word or excel) for accuracy in data and formatting
• Create contributor template according to contract request form and legal specifications and send to editorial for approval
• Peer review the contributor templates that are assigned to you and provide suggestions as required
• Create contributor agreements (using Auto Emailer, e-mail or EMSS where possible)
• Spot check for accuracy
• Send out contributor agreements

 Monitoring and follow up of contributor agreements:

Maintain a spreadsheet of agreements returned/un-returned through both EMSS and non-EMSS
• Keep the Online Request Manager updated to show the current status of the project
• Forward any contributor queries or modifications to the Editorial. If required, provide insights and suggestions on the modifications based on prior examples or legal requirements.
• Maintain an e-file of any paper agreements that are returned, and update the status of the project on the production tracker
• Prior to deadline of the Work send out final rights letters to any contributors who have not returned agreements. Collaborate with editorial to chase up outstanding agreements within the timeframe specified by production
• Check final LOC/TOC to ensure all contributors listed have been sent contributor agreements and all copyright information is displayed correctly
• Prepare the final spreadsheet for Production and update them on copyright exceptions

Communication and Customer Focus:

Responsible for issuing Contributor Contracts for Series/Serials and Books, supporting both Editorial and Production
• Ensure that information about each project is updated in the Online Request Manager
• Keep manager closely informed about the status of the projects
• Share best practices with the team and provide insights to resolve issues/conflicts that may rise from authors/editorial.
• Manage the personal email box efficiently, and respond to queries from stakeholders by the agreed upon timeframe

Key Competencies:



Level Description

Drives for results

Level 1

Works hard to achieve objectives.
Stays focused on key commitments.
Looks to overcome obstacles or barriers to performing.
Works with others to achieve joint goals.

Solves Problems and Analyzes Issues

Level 2

Is able to ask effective questions and collect facts from multiple sources in order to solve problems.
Is able to effectively identify and analyze problems and propose solutions.
Effectively manages day today issues and problems without intervention.

Communicates Powerfully and Prolifically

Level 1

Shares information relevant to own role.
Demonstrates effective conversational skills, including active listening and questioning.
Participates in team presentations.

Builds Relationships

Level 2

Establishes rapport with others on the team and across teams.
Works effectively with others to get work done.
Handles difficult situations, minimizing conflict.
Treats all individuals with respect.

Collaboration and Teamwork

Level 2

Encourages cooperation between all members of the team.
Identifies and removes barriers to team performance.
Helps people to resolve conflict.
Identifies ways for further collaboration across teams.
Seeks team members’ input and expertise; facilitates open and interactive discussion of matters affecting the team.

Displays High Integrity and Honesty


Level 2


Always follows rules and does what is expected.
Does what s/he says s/he will do.
Remembers commitments and promises.
Is honest and ethical in decision making.
Is trusted by others to do the right thing.
Is fair and honest in how s/he treats others.


Technical and Professional Expertise


Level 2


Applies a detailed understanding of own work and relates effectively to overall business context. 
Can be depended upon by manager and peers for technical or professional advice.
Delivers within own role to make an important contribution to the team.
Is able to resolve technical issues or questions quickly and effectively.


Functional and Technical competencies:

·         Excellent organizational skills; ability to prioritize; proactive

Strong customer focus and service orientation balanced with attention to company interests; professional

·         Excellent communication skills at all levels

·         Ability to read and understand basic legal documents

Education, Knowledge, Skills and Experience:

·         Good knowledge of Word, Excel, Adobe, Access and Outlook

·         Good knowledge of Mail merge process

·         Excellent Oral and Written skills in English Language
Good grammar, spelling and style with ability to draft letters, review documents, etc.

·         High level of accuracy

·         Ability to prioritize work load

·         Educated to bachelor’s degree level or equivalent experience
2-3 years of experience

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