Joint Use Coordinator

JOB SUMMARY:

The Joint Use Coordinator is a pivotal role within the Contract Management Section of the Joint Use Department, serving as the foundational step in facilitating the attachment of equipment to utility distribution power poles and coordinating with external entities for pole attachments. This position is responsible for preparing, negotiating, managing, and executing contracts, ensuring compliance and accuracy while engaging with stakeholders, including government agencies, municipalities, electric membership cooperatives (EMCs), cable companies, phone companies, and fiber providers. The Coordinator collaborates with the Joint Use Supervisors and legal to review any requested contract language changes, ensures seamless electronic contract execution, and proper workflow of the joint use process. Additionally, the role involves leading process improvement projects, leveraging Microsoft Office products and other software to optimize workflows, document storage, and work tracking within the department. The ideal candidate will have a strong understanding of contract administration, utility operations, and the ability to interpret and communicate contract language effectively to new and existing customers.

JOB REQUIREMENTS:

Education: Bachelor’s degree in Business, Engineering, Law, or a related field.

Experience:

Minimum of 3 years of experience in contract management and/or administration. Experience in reading and interpreting contractual terms and conditions is required. Experience in utility operations is preferred. Experience and knowledge of joint use, pole attachment processes, and distribution field engineering is a strong plus. Proven ability to proactively identify, learn, and apply software tools, particularly the Microsoft Office Suite (Outlook, Word, Excel, Power BI, Teams, etc.), to design and implement workflows, document procedures, create training guides, and manage contract-related files, with a strong emphasis on initiative and adaptability to meet departmental and organizational needs.

Skills and Knowledge:

Ability to interpret and communicate complex contract language to diverse stakeholders, including new and existing customers.  Detail-oriented with a high level of accuracy and ability to spot errors and inconsistencies in data and documentation is necessary. Understanding of the high-level processes within the Joint Use Department and their role in the broader utility operations is a plus. Excellent communication and negotiation skills to engage with customers, including government agencies, municipalities, EMCs, and telecommunications companies. Project management skills to lead process improvement initiatives, including workflow optimization and document storage enhancements. Basic knowledge of laws, regulations and policies regarding  attachments to electric utility poles is a plus.  Exceptional organizational skills and abilities to establish and maintain systems for managing tasks, contracts, and processes, within the Joint Use Department and in collaboration with other organizational units.  Strong verbal and written communication skills, presentation skills, and comfortable interacting with all levels of internal and external customers and stakeholders, including the ability to communicate complex information in a  clear and succinct manner is required.

KEY COMPETENCIES:

Detail-oriented with a focus on accuracy in contract preparation and execution. Ability to collaborate effectively with internal teams (e.g., legal department) and external stakeholders. Proactive problem-solver with a commitment to improving departmental processes. Adaptable to working with diverse entities, including government, municipal, and private sector clients. Proficient in relevant software tools with the ability to quickly learn and adapt to new technologies to enhance efficiency and accuracy.  Self-starter with a proactive and innovative mindset, consistently taking initiative to identify opportunities, streamline workflows, and implement creative solutions to meet organizational goals.  Negotiate, prepare, manage, and administer joint use, common use, and pole attachment agreements, ensuring compliance with legal requirements, including maintenance of bonds and insurance.

ROLES AND RESPONSIBILITIES:

Contract Management:

Track and report on the status of contract negotiations, ensuring timely and accurate documentation and follow-up. Pursue agreements with governmental entities and third-party attachers for existing and future projects, including obtaining and maintaining pole-setting agreements with Incumbent Local Exchange Carriers (ILECs). Maintain organized electronic files for all joint use and pole attachment contracts and related documentation in the Joint Use Management System (JUMS), including master contracts, agreement records, and contract scans to support collection activities for past due accounts. Coordinate with the accounting department to update rates annually, implement new rates as needed, and prepare and transmit annual rate notice letters to attachers.

Process and Policy Development:

Assist in developing and maintaining procedures and policies to support the consistent operation of the joint use program and contracting function, ensuring documentation and training materials are prepared as needed. Lead special projects to improve departmental workflows, document storage, and work tracking, utilizing Microsoft Office Suite and Power BI.

Stakeholder Engagement and Issue Resolution:

Build and maintain effective relationships with internal stakeholders, third-party attachers, and government entities, effectively managing expectations and obligations. Coordinate the identification and remediation of unauthorized attachments to utility poles. Support as needed, the Joint Use team involved with OSLM (Oversize Load Moves) in resolving issues related to OSLM, traffic control, fiber, and equipment installation. Assist risk management in resolving claims involving joint use activities.

Additional Duties:

Support billing by timely inputting and maintaining accurate attacher and contract information in JUMS. Represent the company and the Joint Use Department on committees as needed. Participate in emergency response operations, including storm response, as required. Perform special projects and other duties as assigned to support the department’s objectives.

Working Conditions:

This position requires a mandatory minimum four-day-a-week presence at the corporate office in Atlanta, GA, Occasional field visits and travel may be required for meetings, training, and field assessments. Availability for emergency response operations, including storm response, is required as needed.