Contracts Administrator

Wyoming Machinery Company•Casper, WY

14h•Onsite

About The Position

The Contracts Administrator will oversee contract inventory, including use fees, account balancing, component availability, component location and additions, and associated costs. This role involves managing component additions or disposals based on contract commitments, preparing for and leading annual contract component audits, and ensuring accurate work order closing at contract sites to maintain correct contract costs. The administrator will also be responsible for gathering all available warranty and goodwill, maintaining contract language templates, tracking metrics for compliance and performance, and ensuring conformity with standard job execution at contract sites. A key part of the role is the correct allocation of costs to contract accounts through invoice review, work order history follow-up, goodwill and warranty identification, and trending analysis for MARC contracts. The position requires reporting and maintaining accurate SMCS codes on contract work orders, preparing various reports (weekly, monthly, annual), and assisting with reports to review contract costs, ensuring appropriate splits between revenue customers, contract customers, warranty, goodwill, and rework. Data integrity within the AMT program will be maintained by reviewing and updating data, and monitoring loads. The administrator will prepare for and participate in quarterly, annual, and end-of-term auditing, as well as availability and cost reconciliation meetings with contract customers. Daily work will be within the DBS platform, AMT, and Smartsheet’s. This role demands a high level of detail orientation and accuracy. Maintaining a positive, progressive attitude is essential to enhance the Service department’s reputation and the perception of Wyoming Machinery Company.

Requirements

Minimum of High School diploma or equivalent.
Driver’s license in good standing.
Able to establish, monitor and meet short- and long-term goals.
Excel in a team environment.
Advanced computer skills.
Communicate effectively through verbal, written and electronic means.
Knowledge of bookkeeping and accounting practices.
Advanced business math proficiency.
Thorough knowledge of Wyoming Machinery Company’s service accounting processes.
Well-organized, self-motivated, and able to work very effectively under pressure to be able to meet timelines.
Data analysis, problem solving, and service department related work experience.
Able to run Caterpillar software programs.
Able to give presentations to internal dealer management and personnel.
Familiarity with Access, Excel, Windows, DOS, Cognos, DBS, and other personal computer software programs.
Able to operate basic office equipment such as; computer terminal, copy machines, ten key calculator and the telephone.

Nice To Haves

Post high school technical degree or college degree in related field.

Responsibilities

Oversee contract inventory including use fees, account balancing, component availability, component location and additions, as well as costs associated with contract component inventory.
Addition or disposal of components based on the needs of the contract commitments in place.
Prepare and Lead Full Site Contract Component Audits annually, and as needed.
Assure work order closing is accurate at contract sites to guarantee costs to the contract are correct.
Ensure all available warranty and goodwill is gathered where applicable.
Maintenance and modification of Contract Language Templates.
Metrics tracking and compilation to measure compliance and performance as set by the guidelines in contract language.
Ensure conformity with regards to standard jobs execution and usage at contract sites.
Help correct allocation of costs applied to the contract accounts. This will be accomplished by performing the review of contract customer invoices, follow up on the work order history, investigation and identification of available goodwill and warranty, and providing detailed trending analysis for MARC contracts.
Report and maintain accurate SMCS codes on contract work orders.
Prepare weekly, monthly, and annual reports, including Hotsheets, Engine Costs, Component Costs, Contract Component Lists, Average Days to Close, Contract Reconciliation Costs, Roll Forward Component Reports and other reports, as needed.
Assist with reports to review contract costs; ensuring the appropriate split between revenue customers, contract customers, warranty, goodwill, and rework.
Assist with data integrity within the AMT program by reviewing data and making updates, and monitoring loads, as needed.
Prepare for and participate in, quarterly, annual, and end of term auditing.
Prepare for and participate in, availability and cost reconciliation meetings with Contract customers.
Work within DBS platform, AMT, and Smartsheet’s on a daily basis.
Maintain a positive, progressive attitude at all times to ensure an enhanced Service department reputation and to continue to improve upon the overall perception of Wyoming Machinery Company.