Contracts & Billing Administrator

TriMark•Bedford Park, IL

58d

About The Position

TriMark USA is the country’s largest provider of design services, equipment, and supplies to the foodservice industry. We proudly serve our customers by providing design services, commercial equipment, and foodservice supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company. Our employees are focused on creating customized solutions for our clients to ensure they achieve their culinary goals while upholding our I.C.A.R.E. values: Integrity, Customer Service, Accountability, Respect, and Excellence. For more information, please visit: www.trimarkusa.com The Contracts & Billing Administrator supports the efficient execution of contracts, billing, and administrative processes. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Experience with Vendor Management Systems (VMS) and Navision is highly preferred.

Requirements

3+ years of experience in contracts or billing administration, or equivalent military/practical experience.
Proficiency in Microsoft Office (Excel, Word, Outlook).
Ability to pass a background check post-offer acceptance.
Strong organizational and time management skills.
Excellent written and verbal communication.
High attention to detail and accuracy.
Analytical, process-oriented mindset.
Team player with a proactive approach to problem-solving.
Adaptable to new technologies and evolving processes.

Nice To Haves

Experience with Vendor Management Systems (VMS) and Navision preferred.
Experience in the foodservice equipment and supplies industry a plus.

Responsibilities

Manage and organize contract documents and records to ensure accuracy and completeness.
Review contract terms and conditions, identifying key requirements.
Conduct contract reviews, consult with legal, and assist with customer negotiations.
Coordinate Certificates of Insurance (COI) – new, copies, revisions, and renewals.
Complete required forms for the Sales Department and handle prequalifications (new, annual, financial, and departmental requests).
Maintain OCIP/CCIP registration and monthly reporting.
Manage Bid Bonds and P&P Bonds (Tinubu requests, issuance, follow-up, and documentation).
Process certificate and license applications and renewals.
Execute billing processes and prepare AIA Billings (G702/G703) via Textura, GCPay, Procore, and Vertical.
Perform AIA job reconciliations with Project Coordinators and Project Managers.
Manage lien waivers for billing, vendor, and payment.
Prepare month-end reports for bonds and retention.
Maintain AIA Billing, Bond, and Retainage reports using Marlinn Daily Tracker and Smartsheet.
Track and update change orders as required.
Maintain and analyze contract and billing data in Navision and related systems.
Update and manage BIM360/ACC Cloud documentation.
Support CPS Procurement and financial reporting.
Assist with the Energy Rebate Program.
Manage Dayforce Clock Codes.
Process Certified Payroll/Prevailing Wage/IC134 (MN) reporting (IDOL, LCP Tracker, OCIP).
Maintain Wage Rate Sheets and ensure compliance with reporting requirements.
Communicate effectively with internal teams and external partners regarding contract and billing matters.
Collaborate across departments to resolve issues promptly.
Prepare and distribute a Weekly Job Report.
Identify and recommend process improvements to enhance department efficiency.
Participate in initiatives to improve workflow and reporting accuracy.