Fort Pierce, FL
34981
Job Description
TerViva Bioenergy, Inc. (“TerViva” or “Company”) is a fast-growing food and agriculture company, headquartered in Oakland, California, with significant operations in Florida, and offices, nurseries and tree farms in Hawaii and Australia. It is our core belief that as stewards of the planet we need to use agricultural land infinitely better if we are to feed the rising global population in a climate-constrained world. We produce plant protein and vegetable oil by growing a non-GMO, sustainable tree crop called pongamia, which produces yields dramatically higher than other oilseed crops such as soybeans. We grow pongamia on farmland that can’t be used for traditional crops due to weather, disease or market challenges. Compared to soy, pongamia has far better economics and sustainability. We have planted our proprietary varieties of pongamia trees in various soils and climates in the US in order to validate agronomic performance.
TerViva’s primary business is to produce edible food and feed ingredients from leguminous pongamia tree seeds. We are expanding our pongamia-derived product offerings to include bio-based crop protection and other novel uses such as bio-ingredients for personal care and cosmetic products.
Overview
TerViva is seeking an experienced Document Administrator (Administrator) to join our legal team, which includes our internal and outside legal counsel, by assisting with the process of document preparation, version control, tracking, archive, execution and overall management including obtaining signatures for documents, tracing related insurance certificates and gathering, organizing and managing Company documentation. The Administrator will attend to version control protocols, verify proper approvals for signature requests and obtain signatures of authorized individuals. The Administrator will upload documents to the document management system, review documents to identify basic metadata for “tagging”, attend to enterprise calendaring and related risk management notation with respect to various transactions and related documents, assist employees with requests for document identification and retrieval, maintain detailed inventory and strategic archival of documents and perform routine document security, management and retention duties. The Administrator will work with various departments throughout the Company to ensure compliance with Company’s Document Management Policy. The Administrator reports to the Company’s chief legal officer.
Job Requirements
The key responsibilities include as a minimum the following:
- Locate, identify, organize, categorize, inventory, characterize, calendar key dates with respect to and evaluate historical documents; input and upload these documents into strategic retention, archival and document management system utilizing selected document management services and software.
- Create and manage database and calendar systems to track key legal terms, conditions, term, termination and expiration dates and business facets of standard and negotiated documents.
- Upon request for signature of a document, attend to and track strict version control and approval verification policies and obtain signature from an authorized Company signatory for final execution and counter execution.
- Track documents through all stages of execution and track versions of documents received, reviewed, revised and transmitted whether by Company or counter-parties.
- Compare documents for fidelity through signature process.
- Review documents and identify basic metadata and “tagging”; input and upload same into strategic retention, archival and document management software systems.
- Coordinate receipt of documentation from legal, finance and accounting, research and development, human resources and other operations personnel and from outside counsel.
- Scan, index, archive, input and upload documentation into database and calendar systems.
- Upon receipt of documentation from departments ensure authorized signatories, pursue and obtain appropriate countersigned documents from counter-parties.
- Collect, organize, maintain and archive hard copies of original documents.
- Structure, coordinate and strategically index, inventory and archive documents.
- Liaise with internal personnel, internal counsel, external counsel, clients, investors, prospects, referral sources and partners to obtain documents.
- Assist with transactional closing, bring down and related activities and documentation, including management of closing conditions, payments, signature pages, notarization and related matters.
- Attend to special document, database, CRM and related document software projects as required.
- Record documents with local, county, state, Federal and other governmental authorities as required.
- Coordinate with finance and accounting regarding all accounts payable, accounts receivable and related payment obligations of Company and counter-parties.
- Research public records with respect to various document verification and chain of title matters on behalf of Company.
Qualifications
Educational and Required Work Experience
BA degree or equivalent education. Possess three to five years (or more) of document administration and management experience in a corporate or law firm environment. Familiarity with various forms of complex business agreements, ability to read, comprehend and identify key information from same. Experience with and ability to structure, utilize and master document management services and software programs such as Concord, Ironclad and Agiloft.
Additional Requirements
Must possess strong abilities to:
- Communicate clearly and effectively with all levels of personnel, both within the Company and externally.
- Multitask such as handle multiple and overlapping requests for and receipt of documents in various forms from various sources simultaneously.
- Work independently with minimal supervision.
- Initiate projects, be proactive and creative and maintain high-value productivity.
- Attend to details large and small.
- Read, identify and materially sort strategic and critical information in commercial and legal documents.
- Understand legal terminology and legal entity organization.
- Organize, plan and execute; coordinate and work in a team environment.
- Exhibit good business judgment and time management skills.
Technical Skills
- Strong computer skills, including iOS, Windows, Outlook, Microsoft Word, Excel, PowerPoint and web search capabilities.
- Knowledge and experience with Adobe Acrobat, DocuSign and similar PDF software programs.
- Knowledge and experience with SalesForce and similar CRM software programs.
Salary & Benefits
- Competitive annual salary, commensurate with experience. Potential 10% annual bonus.
- Stock options also commensurate with role and experience.
- Medical and dental, vision and life insurance (employee premium fully paid by TerViva).
Next Steps
To apply, please fill out the form below. Be sure to include your resume and a great cover letter telling us about yourself and why you are interested in this job.