Contract Administrator

JOB PURPOSE

Contract Administrator will perform duties assigned which include but are not limited to the administration of new and existing order processing and support the Service Center Operations Managers with coordination of project deliverables that may include but are not limited to, coordinating transportation of tools and equipment, scheduling and coordinating suppliers and vendors and managing project invoice completion which may require customer forms. The individual will perform assigned tasks on his/her own with minimal supervision and guidance from direct and indirect supervisors. The Contract Administrator will report to the General Manager and indirectly to Operation Managers (task assignments).

DUTIES AND RESPONSIBILITIES

Technical & Administrative:

- Post Operations Manager and/or RSM review, process new customer PO’s, change orders and credit card purchases

- Creates project task (e.g. ASANA) and assigns main task to applicable Operations Manager responsible for the project management. Creates project folders as required for each project

- Issues purchase orders to vendors and suppliers as assigned for project materials and vendor support, including transport companies, sub-contractors, etc.

- Works with RSM team to acquire change orders and order corrections as applicable

- Coordination of domestic & international, Hazmat & non-Hazmat shipments

- Works with finance team for the creation of customer account, and main order file.

- Performs customer account updates in QuickBooks including shipping, billing, and contact information as applicable

- Transferring data from e-mail and/or paper formats into order files

- Applicable data entry projects as assigned

- Verify data by comparing it to source documents

- Retrieve data from the database or electronic files as requested

- Perform regular backups to ensure data preservation

- Maintain, sort, and organize customer order documents electronically in customer order files

- Provides direct and indirect customer service; responding to questions; forwarding messages; confirming customer orders and communication of order status

- Completion of “Open Sales” report for review by management monthly/quarterly and when requested

- Creates letters, memos, spreadsheets and agendas from straight copy, rough draft, or verbal instructions

- Performs general office management duties including inventory management and order of consumables and general office materials, support site customer visit coordination, and general facility management, etc.

- Perform duties with the upmost safety, quality, and professionalism

Qualifications

- Education/Training: High School Diploma or equivalent; administrative and office management related to service coordination, data management, finance and customer service; and/or meet or exceed the experience qualifications listed.

- Individual must have training in haz-mat material shipping. May be obtained when role is assigned

- Specialized knowledge: data entry and management, customer service and office management.

- Speak, read, write and communicate in English clearly and professionally

- Minimum of five (5) years’ experience in an Office environment – General office administration, scheduling, phone call receiving and outgoing management, typing and data entry, documentation, and meeting planning or,

- Minimum of five (5) years’ experience with Office Contract Management – Administration of contracts including new order and/or change order review, managing documentation and contract close processing (invoice and project close).

- Minimum of five (5) years’ experience with computer and mobile phone applications including: MS Office tools; Outlook; QuickBooks (or similar) and other computer related applications.

- Must have strong verbal communication and written communication skills.

- Must be able to multi-task, keen eye for detail and organizational skills.

- Must have ability and flexibility to work with others as well as work on his/her own under tight schedule restraints.

- Has strong entrepreneurial skills for process improvements and customer opportunity identification.

Working conditions

- Environments where PPE or other EH&S equipment will be required to limit exposure to risks such as electrocution; breathing harmful fumes or gases; exposure of contaminants to skin and eyes; and high noise levels.

- Indoor office and production environment with exposure to risks associated with an industrial environment

- No direct reports are applicable to this position.

- Random drug and alcohol screenings and background checks for restricted access to nuclear, government or high security customer locations.

Job Type: Full-time

Pay: From $22.00 per hour

Expected hours: 40 per week

Benefits:

- 401(k)

- Dental insurance

- Health insurance

- Paid time off

- Vision insurance

Work Location: In person