Contracts Administration Coordinator

Position: Contracts Administration Coordinator - 6 Month Contract
About the Opportunity  Strategic Account Coordination & Reporting  Coordinate and support recurring strategic account meetings, including preparation of reports, action item tracking, and follow-up activities.  Maintain and update meeting task lists, agendas, and status reports for strategic account reviews.  Prepare and distribute accounts receivable and customer performance reports for internal and external stakeholders.  Support monthly customer review meetings by providing updated AR reports, payment status updates, and issue resolution summaries.  

Prepare and distribute weekly national AR reports and communicate key findings to management and stakeholders.  Contract Administration  Manage the creation of new national account contracts across assigned portfolios.  Coordinate with Data Management and SAP teams to ensure contracts are accurately established and maintained within company systems.  Review contract details for accuracy, completeness, pricing, billing terms, and compliance with customer agreements.  

Manage contract terminations, unit removals, and other contract amendments, ensuring effective dates are accurately reflected.  Coordinate invoice adjustments, credits, and re-billing requirements resulting from contract changes.  Maintain and update contract master records and SharePoint-based contract repositories.  Pricing & Contract Escalation Management  Administer customer price escalation processes across assigned portfolios.  Review customer pricing schedules and verify alignment with contractual escalation requirements.  

Collaborate with SAP support teams to update pricing structures, labor rates, and contract billing information. Investigate pricing discrepancies and coordinate resolution with Account Managers and internal stakeholders.  Ensure all contract pricing updates are implemented accurately and on schedule.  Accounts Receivable & Collections Support  Monitor AR reports and payment status for assigned strategic and national accounts.  Investigate overdue balances and work with branch personnel, collectors, and customers to resolve outstanding receivables.  

Proactively communicate with customers regarding payment status, billing inquiries, and collection issues.  Support escalated collection activities by coordinating with Account Managers and customer billing contacts.  Provide status updates and supporting documentation to internal collection teams to facilitate timely account resolution.  Billing & Invoicing Administration  Monitor invoice processing and billing activities for assigned customers.  Ensure invoices are submitted accurately and on time through applicable customer portals and billing systems.  

Assist with invoice submission, tracking, and issue resolution for customer-specific platforms, including Oracle, Amazon, Vendor Café, and other customer portals.  Review invoice rejections, identify root causes, and coordinate corrective actions to ensure successful resubmission.  Serve as the primary point of contact for invoice-related inquiries and documentation requests.  Customer Service & Issue Resolution  Act as the liaison between customers and internal departments to resolve billing discrepancies, pricing concerns, invoice disputes, and contractual issues.  

Coordinate timely resolution of customer inquiries while maintaining strong customer relationships.  Ensure customers receive accurate invoice copies and supporting documentation required for payment processing.  Support customer onboarding activities related to billing, invoicing, and contract administration processes.  Internal Stakeholder Collaboration  Partner with Finance, AR, Cash Application, Collections, Branch Operations, Data Management, and Account management teams to support strategic account objectives.  Work closely with cash application teams to resolve unapplied payments and obtain remittance documentation from customers.  

Provide guidance and support to branch coordinators regarding national account billing and contract inquiries.  Support internal process improvements and contribute to cross-functional initiatives.  Accounts Maintenance & Data Governance  Maintain accurate customer, contract, billing, and AR information across company systems and SharePoint repositories.  Update and manage master account records for national accounts.  Ensure account notes, customer interactions, and collection activities are documented appropriately within company systems.  

Support continuous improvement initiatives related to High Radius and other AR management platforms.  Review aged unapplied payments and balances requiring write-off consideration.  Ad Hoc Support  Provide administrative reporting, billing, contract, and customer support as required for National and Strategic Accounts.  Participate in special projects, process improvement initiatives, and other departmental assignments.

Essential functions:

Support National Strategic Accounts team with leads, tenders, quotes, orders, billing, credit…