Title:                ContractAdministrator

Department:     Operations
Supervisor:      CEO

POSITION SUMMARY:

The Contract Administrator will manage, execute, and maintain detailed records of all contracts. The ideal candidate will have excellent organizational and communication skills, attention to detail, and an understanding of contractual agreements. Additionally, the Contract Administrator will manage all contract billing.  This includes reviewing contract transactions and creating specialized invoicing to the customers on a monthly, quarterly, and yearly basis.

KEY RESPONSIBILITIES:
Contract Management (10% of job)

• Utilizing prebuilt templates, draft and review contracts to ensure all agreement details are recognized.
• Maintain a centralized database for all contracts documentation, ensuring accuracy and accessibility.

• Fill out  contract templates for customer deals.
• Utilize DocuSign to facilitate all contract document transactions with clients.
• Manage all open contracts, including communicating expirations and renewals to the Director of Sales and assigned Account Executive.
• Monthly, submit a report to the CEO and President on all active contracts, reporting on customer details, creation date, end date, length, type, etc.
• Create and manage delivery paperwork of new devices and ensure signatures are obtained by technicians of the customer acceptance at time of delivery
• Create necessary ERP records to manage the sales and service contracts related to the executed contract documentation.

Contract Invoicing (50% of job)

• Ensure the company receives all page counts through external sources: DCA (Data Collection Agent) reports, manual counts and/or service call counts, which is the utilized in the billing analysis process.
• Collaborate with the Service department if disruptions with a customer’s data collection affected billing.
• Contact customers to collect equipment data not provided in data collection software.
• Use external reports and manual data collection to create contract sales orders for contract customers on a monthly / quarterly basis.
  • Analyze data to create base invoicing and overage invoicing based on contract setup.
  • Build customer-facing backup reports to support contract invoices.
• Utilize the batch process, create contract billing invoices based on the inputted Sales Orders.
• Create all ancillary backup reports for customers based on invoice details.
• Calculate and process contract credit memo requests.

Records Management (5% of job)

• Manage physical and digital copies of contracts
• Manage the “Risk Report” on contract changes which includes verbal and written contracts
• Manage contract increases and update ERP accordingly.
• Manage customer stored assets at NDP from contract take overs
• Request Return Authorization for lease returns when needed
• Manage DocuSign account and documents within DocuSign.
• Manage all lease documents that are related to deals.

Lease Management (5% of job)

• Facilitate pricing proposal for leasing company based on deal documentation and submit to Leasing company
• Inform Project Coordinator regarding customer commitment and participate in kick-off meetings.
• Provide A/R Invoice and all applicable executed leasing documentation to appropriate leasing company once equipment is installed.
• Confirm payment to NDP through Lease vendor for deal.

Major Accounts & Specialized Billing (5% of job)

• Company has three customers whose billing is more complex and needs additional steps and analysis in managing the contract data. This includes: Capturing data through multiple sources, validating manufacturer invoicing and reports, and internal analysis prior to invoicing.

Auto Supply Replenishment Management (25% of job)

• Prepare worksheet for ASR
• Select which devices are being managed and verify/enter location information
• Manage supplies item data
  • Validate and load OEM item codes on worksheet
  • Create ASR Lookup Table in ERP (when applicable)
  • Enter applicable items on contracts in ERP
  • Enter Ship To ID #’s for new locations into ERP
• Submit ASR adds/changes/deletions to NDP’s distributor
• Create reports from Software portal  as needed

REQUIREMENTS:

• Bachelor’s degree desired
• Managed Print/Managed Services experience highly preferred
• Experience in creating customer facing documents and internal reports
• 3 years creating custom invoices based on ancillary reports
• Experience in a B2B role, interacting directly with customers
• Ability to quickly solve problems, multi-task, and prioritize work
• Able to compose emails and other written documentation clearly and concisely
• Proficient with Microsoft Office.
• Proven experience handling confidential information
• Excellent written and verbal communication skills
• Has a self-started mindset