Karen Smith
Stafford
Summary
Contracting and Business Operations professional with 10+ years of experience supporting complex, multi-stakeholder organizations. Deep expertise in contract lifecycle management, contracting operations, governance coordination, and operational process design, with a proven ability to move agreements from intake through execution in partnership with Legal, Finance, and senior leadership. Known as a trusted operational partner who brings structure, risk awareness, and institutional knowledge to fast-moving environments. Experienced translating organizational priorities into scalable processes that reduce rework, increase compliance, and support executive decision-making.
Overview
9
9
years of professional experience
Work History
Contracting Operations & Business Operations Specialist (Executive Assistant & Contract Specialist)
The Nature Conservancy
Arlington
06.2022 - Current
- Lead contracting operations for corporate partnerships, managing original agreements, amendments, and renewals through execution while ensuring compliance with internal governance and delegation of authority.
- Serve as the primary operational liaison between Program teams, Legal, Finance, and external partners to drive contracts forward efficiently and accurately.
- Manage contract workflows and documentation readiness, ensuring agreements are execution-ready and audit-supportable.
- Review and validate contract values, cumulative totals, payment structures, and amendment history to mitigate financial and compliance risk.
- Provide operational leadership for governance-related activities, including board-adjacent logistics, vendor agreements, and high-visibility external engagements.
- Act as a knowledge holder for active and legacy agreements, supporting renewals, internal reviews, and leadership decision-making.
- Facilitated corporate engagement initiatives
Facilities Management Operations Coordinator
Trinity Property Consultants
Stafford
07.2019 - 04.2022
- Assisted VP and Directors in managing facilities operations for 90+ properties, emphasizing operational coordination and contracting support.
- Streamlined vendor documentation and approvals, ensuring compliant execution across multi-regional portfolios.
- Developed and implemented standardized procedures for onboarding, expense reporting, and contracting workflows.
Construction & Contract Operations Coordinator
AvalonBay Communities
Arlington
07.2017 - 07.2019
- Administered construction and service contracts within Oracle-based project management system (IBEAM), enhancing contract management efficiency.
- Managed invoice processing, purchase orders, and contract close-out documentation to ensure compliance with financial and contractual requirements.
- Coordinated collection of insurance certificates and compliance documentation prior to contract execution to mitigate risk.
Business Operations & Project Support Roles
- Coordinated contract documentation, scopes of work, vendor relations, billing, and operational processes across professional services, hospitality, and design environments to ensure seamless project execution.
- Established foundational practices in contract administration, financial coordination, and operational workflow management to optimize project delivery.
- Completed day-to-day duties accurately and efficiently.
- Contributed innovative ideas and solutions to enhance team performance and outcomes.
- Worked successfully with diverse group of coworkers to accomplish goals and address issues related to our products and services.
Education
A.S. - Business Administration
Northern Virginia Community College
05-2026
Skills
- Contract management
- Contract negotiation
- Vendor contract administration
- Contract governance
- Legal compliance coordination
- Risk mitigation
- Approval workflows
- Records management
- Process improvement
- Stakeholder leadership
Tools And Systems
- Microsoft Office: Outlook, Word, Excel
- Microsoft Teams
- Workday
- SharePoint
- Box
- Oracle/ IBEAM
- Contract documentation and approval workflows
Core Expertise
- Contract Lifecycle Management (Agreements, Amendments, Renewals)
- Contracting Operations & Governance Support
- Legal, Finance & Compliance Coordination
- Business Operations & Process Improvement
- Risk Mitigation & Approval Workflows
- Vendor & Partner Contract Administration
- Documentation, Controls & Records Management
- Cross-Functional Stakeholder Leadership
Timeline
Contracting Operations & Business Operations Specialist (Executive Assistant & Contract Specialist)
The Nature Conservancy
06.2022 - Current
Facilities Management Operations Coordinator
Trinity Property Consultants
07.2019 - 04.2022
Construction & Contract Operations Coordinator
AvalonBay Communities
07.2017 - 07.2019
Business Operations & Project Support Roles
A.S. - Business Administration
Northern Virginia Community College