Contract Administrator

1 week ago

Philadelphia, Pennsylvania, United States Penn Power Full time

Job Type

Full-time

Description

Position Summary

The Contract Administrator is responsible for providing uniform, consistent contract administration for all Penn Power Systems locations. The Contract Administrator will support the processing of information for all customer contracts in all phases of creation, development, approval, execution and renewal. This specifically includes standard agreements, major BIDs, and customer Master Service Agreements. Responsible for oversight of all Compliance requirements for all contracted customers to include Prevailing Wage customers and their requirements for submittal invoice packages for all PPS territories.

Essential Job Duties and Responsibilities, include the following, other duties may be assigned.

•Daily interactions with customers to understand, respond and document all customer requirements.

•Develop and create proposals for new customers according to corporate pricing strategy.

•Support customer requests for changes, legal review, Certificates of Insurance and other information.

•Update proposal database to reflect status of contracts and maintain renewal rate data. Update system with dates, notes, and statuses to record customer interaction by proposal.

•Update customer data (including but not limited to site details, contact information, asset data, etc.) in the quoting and invoicing platform systems as needed.

  • Support customers by sending credit application link and following up with the credit depart on approval status to assist in customers having open term accounts with Penn.
  • Maintain filing system for complete signed contract including filter information, pm schedule, allocation of dollars, and any pertinent information helpful in loading the contract information. This will be provided by the Outside Sales team.
  • Initiate the renewal process for each PPS location, 3-4 months in advance of contract expiration.
  • Create and distribute the customer contract spreadsheet tracking: customer information, contract value and historical financial performance. This will be provided to each territory manager for evaluation.
  • Once the contract value is established a renewal will be sent to the customer for approval.

•Perform routine follow up with customers according to a specific call and email, three touch process in order to provide consistent interaction to obtain approvals.

•Update system with dates, notes, and statuses to record customer interaction by proposal.

•Process approvals by gathering all relevant back up data, ensuring all information pertaining to the terms and conditions is received to process contract details in the system for execution by service team.

•Process and track all Prevailing Wage invoice submittal packages to ensure all customer specific requirements are met and submittions are made within 5 business days from date of customer invoice.

•Follow up on all Prevailing Wage submissions made that are unpaid after a certain period to ensure receipt and approval for payment.

•Internal coordinator for all nonstandard agreements to be reviewed for adhering to compliance, safety, human resources, accounting, pricing, operational and corporate standards.

•Manage and process nonstandard agreements and the lifecycle from review to execution, ensure all are compared to previously approved agreements and if required submit to legal counsel for approval of legal clauses.

•Manage and communicate all compliance requirements for contracted customers to include insurance, safety, human resources, etc.

Requirements

EDUCATION and/or EXPERIENCE:

Bachelor's degree and or experience in a related field required.

Minimum five years' experience working in an administrative capacity, specifically with Microsoft office products at a proficient level: Word, Excel, PowerPoint, Access, Publisher.

Some prior experience using Lotus notes is helpful.

Must be able to:

Provide intensity and commitment in daily activities

Have ability to work towards a personal "Best in Class" standard

Have ability to execute decisions with speed and conviction

Keep well organized files and provide accessibility to others inside and outside of the department

Demonstrate total commitment to outstanding customer service, developing a loyal customer base

Work under pressure, meet deadlines and be flexible in working on multiple tasks simultaneously

Accountabilities

Ability to communicate well at all levels. Strong interpersonal skills required. Ability to keep information secure and confidential.

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Develops own ways of doing things; is able to perform effectively even with minimal direction, support or approval and without direct supervision

Anticipates changes in work demands and searches for and participates in assignments or training that address these changing demands; treats unexpected circumstances as opportunities to learn.

Practices meaningful two-way communication (i.e., speaks clearly, pays close attention and seeks to understand others, listens attentively and clarifies information);

Identifies connections between issues; quickly understands, orients to, and learns new assignments; shifts gears and changes direction when working on multiple projects or issues

Plans, prioritizes (various tasks competing tasks and performs them quickly and efficiently according to urgency), allocates resources and anticipates obstacles.

Uses information, knowledge, and beliefs to generate original, innovative solutions to problems; reframes problems in a different light to find fresh approaches; entertains wide-ranging possibilities others may miss; takes advantage of difficult or unusual situations to develop unique approaches and useful solutions.

Identifies the problem, locates, gathers and organizes relevant information, generates alternatives, chooses a solution and implements.

Takes effective action when necessary without having to have all the necessary facts in hand; easily changes gears in response to unpredictable or unexpected events, pressures, situations and job demands; effectively changes plans, goals, actions or priorities to deal with changing situations.

ENVIRONMENTAL JOB REQUIREMENTS AND WORKING CONDITIONS:

The work environment and physical working characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions:

Sedentary position, office environment

Must be able to remain in a stationary position 50% of the time

Person in this position needs to occasionally move about inside the office to access file cabinets, office machinery

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time

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