Contract Administrator

626•Boca Raton, FL

About The Position

A. GENERAL STATEMENT OF DUTIES Handles the setup of new contracts and customer accounts, billing of new and existing contracts, processing of contract cancellation notices and maintenance of contracts (amendments). Responsibilities include full review of new contracts and accounts prior to setup to ensure accuracy and consistency, communication with Accounting Manager and sales and service team(s) regarding any discrepancies or issues, and direct communication with contract related inquiries (internal and external). B. REPORTING RELATIONSHIP Work is performed under the direction of the Accounting Manager. C. DUTIES AND RESPONSIBILITIES The duties and responsibilities of this position include, but are not limited to, the following: Contract Administration, including but not limited to: Organizing and maintaining accuracy of all contracts (active and inactive) which includes assigning contract and equipment IDs in a consistent manner both in the system and in master contract database Reviewing/auditing of new contracts submitted which includes verifying coverage dates, pricing, equipment information, coverage levels and exclusions Setup of new contracts in the system based on the contract information provided and reviewed which includes setup and linking of new contracted equipment in the system and in master contract/equipment database Following/Enhancing the renewal process of existing contracts Following/Enhancing the cancellation process when cancellation notices are received which may include generating pro-rated invoices and/or credit memos Warranty tracking in master contract database based on new system sales Serving as the point of contact for all internal and external contract related inquiries (i.e., questions regarding coverage & exclusions, billing status/history, etc.) Contract billing/invoicing, including but not limited to: Monthly, quarterly, and annual invoicing of all active contracts Customer Account Administration, including but not limited to: Adding new customer accounts to the system, which includes verifying information provided either via client application, or work order submission Adding applicable new customer accounts to tax management system, which includes uploading applicable tax exemption documents for validation Updating and maintaining accurate customer account information such as billing addresses and emails, company names, payment terms, etc. Perform related work as required F. Additional Duties This position includes the performance of additional duties as assigned. Responsibilities may be modified, expanded, or reassigned at the discretion of leadership to meet the evolving needs of the Finance Department. Examples include, but are not limited to: • Renewal of existing contracts • Accurately tracking, ordering, and invoicing of helium consumption of contracted MRI assets based on the allotments outlined in each individual contract • Accurately tracking and ordering drop protection insurance policy renewals

Requirements

Experience in contract management and document review and auditing
Exceptionally strong organizational skills
Ability to manage individual workload efficiently and effectively
Knowledge of Microsoft office suite, especially outlook and excel
Solid communication skills which facilitate effective verbal and written communication with members of the Company's management staff, professional and administrative staff, and clients
Minimum of four (4) years of progressively responsible experience
Experience operating computer systems, accounting software, peripherals, and other business machines
Experience with Web-based, Windows- based, and other data entry processes

Nice To Haves

A bachelor’s degree from an accredited college preferred but not required

Responsibilities

Organizing and maintaining accuracy of all contracts (active and inactive) which includes assigning contract and equipment IDs in a consistent manner both in the system and in master contract database
Reviewing/auditing of new contracts submitted which includes verifying coverage dates, pricing, equipment information, coverage levels and exclusions
Setup of new contracts in the system based on the contract information provided and reviewed which includes setup and linking of new contracted equipment in the system and in master contract/equipment database
Following/Enhancing the renewal process of existing contracts
Following/Enhancing the cancellation process when cancellation notices are received which may include generating pro-rated invoices and/or credit memos
Warranty tracking in master contract database based on new system sales
Serving as the point of contact for all internal and external contract related inquiries (i.e., questions regarding coverage & exclusions, billing status/history, etc.)
Monthly, quarterly, and annual invoicing of all active contracts
Adding new customer accounts to the system, which includes verifying information provided either via client application, or work order submission
Adding applicable new customer accounts to tax management system, which includes uploading applicable tax exemption documents for validation
Updating and maintaining accurate customer account information such as billing addresses and emails, company names, payment terms, etc.
Renewal of existing contracts
Accurately tracking, ordering, and invoicing of helium consumption of contracted MRI assets based on the allotments outlined in each individual contract
Accurately tracking and ordering drop protection insurance policy renewals