Assistant Contract Administrator

**RESPONSIBILITIES**:

- Input new customers in Ventus/Viewpoint
- Maintain service and contract customers in Ventus/Viewpoint with codes, additions, deletions, and changes
- Maintain New Customer Code Log in Excel
- Open all new maintenance agreements in Ventus/Viewpoint with total input for the year including billing rates, pm schedule, notes, and any contacts and/or information provided
- Work with sales people for information to complete maintenance agreements
- Prepare Budget vs. Actual to start renewal procedure 6-8 weeks in advance
- Communicate with the office and customers on changing information with renewals
- Discuss changes or pertinent information with the sales and service managers
- Bill contract invoices, as well as service invoices online
- Coordinate all subcontractors and purchase orders for water treatment, backflow testing, controls, filters, vibration testing, and insurance policies
- Coordinate with accounts payable clerk on vendor invoicing against purchase orders
- Customer service for contract customers with any billing or services issues, resolves with ICC personnel, where appropriate
- Work with accounts receivable clerk on any billing issues with contract customers
- Assist management team and sales team, as needed
- Archive cancelled contract files
- Maintain organization of all contract files
- Create credit memos, as needed, for contract billing
- Cancel contracts, as needed, on Ventus/Viewpoint and inform all parties concerned
- Roll over contracts on Ventus for dispatch around the 20th of every month
- Roll over PM schedule for new contracts upon completion of entering in new maintenance agreements
- Online contract execution/signatures (VendorCafe, etc.)
- Maintain new/cancelled log
- Maintain Controls Contract Log and send to controller at the end of every month
- Review final draft of contract renewals before admin sends to the customer
- All other duties are requested by management

**EDUCATION AND/OR EXPERIENCE**

Minimum high school graduate or equivalent

Three to five years office experience preferred

**REQUIRED SKILLS AND STRENGTHS**

Computer literate with Microsoft Word, Excel, Outlook, and data entry

Able to adapt to new computer programs

Above average typing skills

Familiar with standard office machines

Work in a fast-paced environment

Focus amid distractions

Excellent communication skills

Customer service oriented

Outgoing personality

Good listener

Team player

Analytical and detail oriented

Organizes flexible

Follow directions

Work independently after initial training

**BACK UP RESPONSIBILTIES**

Back up Administrative Assistant

This position requires a detail-oriented individual with strong analytical skills and a thorough understanding of contract administration. The Contract Administrator will play a crucial role in managing contracts, ensuring compliance with regulations, and supporting business development efforts. If you are looking for a challenging role that offers opportunities for growth and professional development, we encourage you to apply.

Pay: $40,000.00 - $55,000.00 per year

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person