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Contracts and Compliance Coordinator
3 months ago
Job Purpose and Function
The Contracts and Compliance Coordinator is critical in supporting business operations, particularly within the wholesale fuel division. This position manages contracts, analyzes data, prepares documents, ensures compliance, and contributes to process improvement initiatives. The Coordinator serves as a primary point of contact for operators and key stakeholders, ensuring the smooth execution of contracts and adherence to regulatory requirements.
About The Wills Group
The Wills Group is a family-owned company with a rich history dating back to 1926. Headquartered in La Plata, Maryland, we operate a range of businesses in the Mid-Atlantic region, including Dash In convenience stores, Splash In ECO Car Washes, and SMO Motor Fuels. Our mission is to provide customers with exceptional products and services while fostering a culture of innovation, integrity, and community engagement. As part of our team, you will contribute to a dynamic organization committed to growth and excellence.
How You'll Make an Impact
Contract Administration:
Coordinate the contract systems and process lifecycle for all companies.
Utilize Smartsheet to coordinate activities of operators and key stakeholders throughout the contract lifecycle, ensuring all document milestones are met timely.
Attend dealer approval panel meetings as needed, documenting action items and relevant notes for the operations teams.
Order appraisals, prepare lease worksheets, draft contracts, obtain relevant signatures and approvals, and retain final documents.
Assemble contract documents using approved language and templates, check for quality and accuracy, and upload to DocuSign.
Serve as the subject matter expert on DocuSign; prepare contracts for all applicable signatures, design templates, manage the candidate application process, and provide weekly reports to field operations teams on contract signature status. Follow up with all parties to ensure timely execution of all contract documents.
Record key contract data in applicable accounting systems and communicate new contracts to all company stakeholders.
Communicate all contract assignments and contract conversions to Accounting, I&T, and operations teams timely.
Provide weekly reports on Assignment Smartsheet tracking, ensuring the process meets all milestones timely.
Operator Compliance:
Track and identify instances of noncompliance with operator policies, procedures, and regulatory codes.
Track and report Shortfall gallons, ensuring operators maintain compliance with contract requirements.
Calculate and submit REP rebate calculations monthly for specified locations.
Monitor and report on operator compliance with contract insurance requirements using the TrustLayer platform and escalate noncompliance issues as needed. Review and finalize submitted certificates; draft notices of non-compliance with appropriate communication and follow-up with accounting and operations teams regarding commission adjustments.
Be knowledgeable with Petronet to assist and teach operators and area managers system functionality.
Data Collection and Reporting:
Provide weekly reporting on contract renewal status.
Provide daily reporting on Titan Nozzle Down and Slow Flow data.
Prepare quarterly reports on REP+ program incentive payments, coordinate with area managers to complete program fundamentals, mystery shop, and loyalty performance metrics timely, and prepare payment notification letters using mail merge and DocuSign for custom notifications to participating operators.
Analyze and report on commission adjustment calculations and prepare necessary notifications through the DocuSign platform.
Lead the Heartland Chargeback dispute process, providing weekly reports on chargeback activity by location; complete the dispute process, and obtain receipts from radiant POS data or directly from the locations as needed. Check the Stripe platform daily for chargebacks, dispute, and communicate findings to Splash In management.
Collaborate with Accounting and Business Support teams on data-related tasks.
Administration:
Collaborate with the Business Support Administrator to ensure timely resolution of operator inquiries and area manager site requests.
Compile the annual budget for Rental income received from operators.
Compile the annual budget for appraisals within the consulting expense line.
Collaborate with the Business Support team on process improvement and program enhancements.
Organize and prepare contracts and other legal documentation using a variety of Microsoft Office and DocuSign tools.
Gather and summarize data for special reports as needed.
Lead in the planning and execution of the annual Retailer's Conference.
Invoice administration - code and check for accuracy using the company accounts payable system.
What We're Looking For (Qualifications and Experience)
Minimum associate degree in a related field required.
4+ years of experience related to contract administration.
Demonstrated understanding of Microsoft Office products including Power BI, Excel, and DocuSign.
Authorization to work in the U.S. (visa sponsorship or C2C opportunities not available at this time).
Willingness to submit to a pre-employment background check in accordance with local, state, and federal laws.
Ideal Candidate Will Also Have:
Bachelor's degree in a business-related discipline.
Experience supporting an organization with subsidiaries, ideally in the retail industry.
Benefits:
Financial Well-being: Employer 401(k) match (currently at 7%), health savings plan, and financial planning.
Physical Well-being: Comprehensive health, vision, and dental plans tailored to meet the needs of our people and their families, even their pets
Paid Time Off: Vacation, sick, personal, community engagement, and parental leave for new parents.
Work/Life Balance: Hybrid and flexible work environment, Employee Assistance Program, travel assistance, family life planning.
Education and Development Opportunities: 100% tuition reimbursement to support our people's education goals, robust development programs, and certificate program assistance (up to 100% employer-paid).
The Wills Group is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status, or any other protected status. We believe that a diverse and inclusive workplace fosters creativity, innovation, and personal and professional growth.
