Contracting Assistant - Mountlake Terrace, Wa

Job Type: Full Time, M-F

Location: Mountlake Terrace, Wa

Salary: 60,000k-75,000k annually

About Mindful Support Services

Mindful Therapy Group exists to make it easier for independent mental health providers to build thriving practices and expand access to quality care. Since 2011, we've grown to support more than 2,000 providers by handling many of the administrative complexities that come with running a practice, allowing clinicians to focus on their clients instead of paperwork.

From marketing and lead generation to billing, insurance support, and payment collection, we provide the tools, resources, and operational support that help providers succeed. Our continued growth is driven by a commitment to innovation, partnership, and the belief that better support for providers leads to better access to mental healthcare for the communities they serve.

About The Role

The Contracts Assistant is responsible for the timely and accurate execution, processing, and tracking of provider Membership Agreements throughout the onboarding and renewal lifecycle. Serving as a primary resource for providers and internal teams, this role helps answer questions regarding agreement terms, contract options, and contracting processes.

This position plays an important role in supporting provider onboarding, retention, and company growth by ensuring providers understand their agreements, contracting deadlines are met, and potential barriers are identified and addressed early. This role requires strong assessment skills to ensure partnership fit and understanding of contractual obligations. This individual must be able to communicate partnership decisions to prospective providers, including declining candidates who do not meet organizational standards or partnership expectations. Success in this role requires strong organization, attention to detail, proactive communication, and the ability to independently manage a high volume of contracting activities.

The Contracts Assistant works closely with the Onboarding and Provider Lifecycle teams to guide providers through contracting decisions, build positive working relationships, and escalate complex negotiations, non-standard contract requests, or significant partnership concerns to the appropriate manager.

Key Responsibilities

Membership Agreement Administration

• Coordinate and process provider Membership Agreements throughout onboarding and renewal, ensuring timely completion and accuracy.
• Schedule and facilitate contracting meetings, prepare agreements, and support providers through the contracting process.
• Explain standard agreement terms, contract options, provider responsibilities, and partnership expectations.
• Monitor contracting timelines, follow up on outstanding requirements, and help remove barriers that could impact provider onboarding or renewal.

Contract Renewals & Provider Retention

• Manage assigned standard renewal activities, including provider communication, meeting coordination, agreement preparation, follow-up, and processing.
• Meet with renewing providers to answer Membership Agreement questions, review available contract options, and explain the benefits and considerations of each option.
• Apply basic relationship-building, motivational, and recruiting skills to communicate the value of continued partnership and support provider renewal decisions.
• Gather feedback on the provider experience, identify potential dissatisfaction or termination risks, and communicate concerns to the appropriate stakeholders.
• Provide education on available company resources, partnership benefits, and relevant market considerations to help providers make informed decisions.
• Escalate requests for nonstandard terms, complex negotiations, rate exceptions, and significant retention concerns to the Business Relationship Manager or appropriate leader.
• Monitor renewal deadlines and maintain accurate CRM records to ensure timely completion and appropriate follow-up.
• Audit renewal records, including contract dates, rate tables, agreement status, and provider documentation, to maintain data accuracy.

Contract Operations & Compliance

• Maintain accurate contract records, CRM documentation, provider communications, and key deadlines.
• Ensure agreements are prepared, executed, and stored in accordance with company standards and procedures.
• Process routine contract-related requests and assist with audits, reporting, and data management activities.
• Recognize potential compliance concerns, unusual requests, or non-standard contract needs and escalate when necessary.

Cross-Functional Collaboration

• Partner closely with Onboarding, Provider Lifecycle, and other internal teams to support a seamless provider experience.
• Serve as an internal resource on standard contracting processes, agreement terms, and provider requirements.
• Support departmental goals related to contract accuracy, onboarding completion, contracting timeliness, and provider retention.
• Assist with special projects and process improvement initiatives as needed.