Contracts Specialist

Ameresco

3d • $77,000 - $111,500

About The Position

The Contracts Specialist serves the Alternative Fuels division as one of the main points of contact between operators, finance, engineering, project managers, customers, vendors, and other company business units for all aspects of contract administration. Responsible for managing the integrity of project contracts submitted to finance and overseeing the full process of procurement requisitions, contract submission (new contracts, amendments, and change orders) through customer and subcontract setup. This position functions as the gateway to recording and maintaining contractual financial data in finance and accounting systems and will assist with procurement of goods and services, providing supply chain support and problem resolution for invoice discrepancies in a timely manner. The Contracts Specialist reports to the Senior Procurement Manager.

Requirements

• Associates Degree or equivalent experience.
• Minimum 3 years’ procurement and or contract administration experience focusing on industrial/ commercial/ large scale and complex engineering or construction projects.
• Ability to implement a concrete working knowledge of types of contract forms and appropriate use.
• Extremely detail-oriented with ability to track multiple projects managed by multiple project managers.
• Demonstrated commitment to customer service including adaptability, flexibility, teambuilding, and the ability to respond quickly to assist with problem resolution.
• Proven ability to effectively collaborate with colleagues at multiple management and business unit levels and locations.
• Strong verbal, written, computer, financial data, and customer-focused communication and presentation skills, including demonstrated experience utilizing accounting software.
• Strong organizational skills with proven ability to follow through on multiple tasks and priorities.
• Valid Driver License in good standing, issued by resident state required.
• Travel required.

Responsibilities

• Serve as one of the main points of contact between operators, finance, engineering, project managers, customers, vendors, and other company business units for all aspects of contracts administration.
• Function as the gateway to recording and maintaining contractual financial data in finance and accounting systems and assist with procurement of goods and services, providing supply chain support and problem resolution for invoice discrepancies in a timely manner.
• Manage the integrity of project contracts submitted to finance and oversee the full process of contract submission (new contracts, amendments, change orders) through customer billing set up.
• Participate and contribute to the full contract management life cycle process from early involvement with developing the scope of work, RFP process, contract negotiation, contract award, contract maintenance, through contract closeout.
• Collaborate with Operations to draft and process customer contracts and change orders.
• Collection, compliance review, and tracking of insurance certificates for contracts.
• Coordinate with project managers on contract process, documentation, scope clarification schedules and pricing.
• Maintain contractual records and documentation for all projects, including but not limited to receipt and control of all contract correspondence, customer contact information sheets, contractual changes, status reports, other related documents and materials.
• Administer and manage Company project subcontractor contracts and performance: coordinate the process of procurement, development, and administration of commercial and government contracts and the selection of subcontractors.
• Administer subcontracts by securing and maintaining contractual obligations (examples: Insurance Certificates, Performance & Payment Bonds, W-9s, Lien Waivers, Daily Reports).
• Assist Accounts Payable by receiving and verifying accuracy of subcontractor and vendor invoices. Communicating and updating invoice status with vendor.
• Interface with MS Dynamic accounting system and workflow/document management system to ensure accurate documentation for organizational use and drive toward continuous process efficiency and improvement.
• Prepare and properly file all purchasing related documentation. Document the procurement package in accordance with department policies and procedures.
• Maintain accurate and timely status on all purchase orders and keep appropriate departments informed of any problems or potential problems that may cause late shipments.
• Confer with vendors to obtain product or service information such as price, availability, and delivery schedule.
• Assist with vendor data management, setup new vendors and ensure proper documentation is in place in accordance with policies and procedures.
• Drive cost reduction.
• Ensure appropriate systems of internal control and review; document policies and procedures ensuring compliance with all internal controls procedures.
• Identify opportunities for efficiency and collaborate internally to implement and monitor progress toward continuous process improvement.
• Perform other duties as required.

Benefits

• employees receive a comprehensive benefits package, such as health insurance, retirement plans, and paid time off, and may be eligible for performance incentives, bonuses, commissions, or equity, depending on the role.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees