Contracts & Billing Administrator

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.

Contract Administration

• 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.

  
  

Billing and Reporting

• 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.

  
  

Data and Systems Management

• 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.

  
  

Payroll and Compliance

• Process Certified Payroll/Prevailing Wage/IC134 (MN) reporting (IDOL, LCP Tracker, OCIP).

• Maintain Wage Rate Sheets and ensure compliance with reporting requirements.

  
  

Collaboration and Communication

• 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.

  
  

Process Improvement

• Identify and recommend process improvements to enhance department efficiency.

• Participate in initiatives to improve workflow and reporting accuracy.

  
  

Qualifications

• 3+ years of experience in contracts or billing administration, or equivalent military/practical experience.

• Experience with Vendor Management Systems (VMS) and Navision preferred.

• Proficiency in Microsoft Office (Excel, Word, Outlook).

• Experience in the foodservice equipment and supplies industry a plus.

• Ability to pass a background check post-offer acceptance.

  
  

Skills and Competencies

• 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.

  
  

The range provided represents the national average pay range for this position and is considered to be a general guideline. Pay for this position will reflect the candidate's unique qualifications and may be higher or lower than the range provided based on employee geographic location. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other local, state, and federal law.

In addition to base salary, this role will be eligible for participation in TriMark's' benefits programs, including medical, dental, vision, 401K (with employer match), etc. Leadership positions may also qualify for participation in bonus programs commensurate with role and scope of responsibility.

TriMark's commitment to diversity, inclusion and belonging is a purposeful mission of strengthening our organization and those we serve by uniting the unique and beautiful differences of our employees. This mission is instilled in the fiber of who we are as a company, setting the standard for our industry. We are committed to promoting diversity, inclusion and belonging through sharing, education, and experiences.

TriMark USA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@trimarkusa.com.

Scam Alert: TriMark will never ask an applicant for their social security number or to make a payment related to a job application or job offer, or to pay for workplace equipment. Further, all communications with TriMark recruiters will come from an e-mail address ending in TriMarkUSA.com. If you have any concerns about the legitimacy of a job posting or recruiting contact, please contact recruitment@trimarkusa.com

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