Contracts & Billing Administrator

TriMark • Cleveland, OH

22h • Hybrid

About The Position

The Contracts & Billing Administrator reports to the Manager, Contracts & Billing
Located in Cleveland, OH
Full-Time
Hybrid
The Contracts & Billing Administrator will play a key role in supporting the efficient execution of contracts and billing processes. This team of individuals provides support to Sales, Project Management and Project Coordinators on every aspect of the project. Most importantly, they work closely with the Accounting team to ensure accuracy in the recording of costs, budgets, percentage of completions, and other areas. While other teams focus on the customer, equipment and installation, the administrator has a focus on the accounting side of the project and requires close collaboration with the accounting team. This position requires knowledge of AIA contracts, experience in finance or accounting, and general knowledge of construction projects. Experience with Auto Quotes and JDE is a significant plus for this role. The ideal candidate should possess a strong foundation in contracts and billing procedures, demonstrate excellent organizational skills, attention to detail, and contribute to the overall success of Job/Contract Sales.

Requirements

• 3-4 years of relevant experience in Contracts & Billing administration, or equivalent Military or practical experience.
• 1-2 years or more experience with Finance and Accounting teams
• Proficient in Microsoft Office applications.
• Ability to successfully pass a background check post offer acceptance.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Detail-oriented with a commitment to accuracy.
• Ability to work collaboratively in a team environment.
• Analytical mindset with the ability to interpret and analyze contract and billing data.
• Ability to adapt to new processes and technologies.
• Strong problem-solving skills and a proactive approach to addressing challenges.

Nice To Haves

• Experience with Auto Quotes and JDE is a significant plus for this role.
• Experience with Vendor Management Systems (VMS) and Navision is preferred.
• Prior experience in food service equipment and supplies or the construction industry desired.

Responsibilities

• Manage and organize contract documents, delivery dates, ensuring accuracy and completeness.
• Review and submit COI’s, Bonds, Prevailing wage, OCIP, and Payroll Reporting as required.
• Review contract terms and conditions, identifying key details and requirements.
• Execute billing processes, including data entry, invoice creation, and documentation.
• Ensure invoices are prepared in compliance with contractual terms and client requirements.
• Manage AIA billings and stored materials requirements as necessary
• 3rd party portal billing Data Management and Analysis:
• Maintain and analyze contract and billing data using JDE and other relevant systems.
• Perform data verification, reconciliation, and generate reports as needed.
• Communicate effectively with internal teams and external stakeholders regarding contract and billing matters.
• Collaborate with cross-functional teams to address inquiries and resolve issues.
• Identify opportunities for process improvements within the Contracts & Billing department.
• Participate in initiatives to enhance overall efficiency and effectiveness.

Benefits

• Benefits include Medical, Dental, Vision, Tuition Reimbursement, Pet, and Legal Insurance
• 401k
• Community Service Day
• Spotlight Awards
• National Sales Excellence Awards
• CFSP Prep Certification Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed