Contract Administrator

Hybrid Work Model

2 days in office, 2 days visiting client sites, 1 day remote.

This role will be highly visible in our department and we are seeking candidates who are making a conscientious career decision. We are seeking a detail-oriented individual who will remain a key member for years to come.

Since 1905, Elliott-Lewis and its family of companies have a reputation of being a premier provider of Mechanical Services, Facilities Management, and Crane Rentals. Our Facilities Management department oversees building management for many well-known and reputable clients in Center City, Philadelphia. Our industry of Facilities Management could best be described as providing support to the functionality, safety, and sustainability of buildings, grounds, infrastructure, and real estate of our client's locations.

• Review client contracts to ensure understanding of terms, conditions, and requirements.
• Maintain entries into accounting software to create job numbers.
• Apply comprehension of the reviewed client contracts and work with business development managers to enter cost projections, revenue, and other related estimates into internal database.

• Generate invoices, prepare for distribution, and develop a schedule to send out invoices in batches to clients at each month-end.
• Work with corporate Accounts Receivable (AR) team to coordinate follow-ups on overdue invoices.

• Visit client sites 2x/week to provide training on software and programs, including client's Computerized Maintenance Management System (CMMS) and MSA process.
• Generate reports in client's CMMS while visiting client site.

• Receive quotes from field managers, review for accuracy, and organize quotes.
• Following quote completion, issue service orders to vendors and subcontractors.

This position requires in-person reporting to the corporate office located in northeast Philadelphia. Travel to client sites within the City of Philadelphia is required during work hours.

• 3-6 years experience supporting client accounts.

• Ability to effectively collaborate in a team for projects, yet agile to work independently and problem solve for select solitary tasks.
• MUST be a strong communicator.
• A drive to help others and a desire to improve and grow.
• Balance both attention to detail and the ability to still meet deadlines.

• Candidates must be efficient in Microsoft Suite (Outlook, Excel, Word, PowerPoint).

• Associates or Bachelors degree is valued but not required.
• Experience in Office Management, Operations, Account Management, or Sales Support.
• Previous experience in hospitality is greatly valued.
• Experience with Computer Maintenance Management Software (CMMS) is greatly valued (e.g., eMaint, Maintenance Connection, Maximo, DVDE Solutions).

• Regularly requires a high degree of mental effort, talking, hearing, gross and fine manipulation, and reading both print and screens for extended periods.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Frequently required to walk and sit.
• Occasionally required to reach with hands and arms, lift 25 lbs. max, stand, stoop, kneel, crouch, and climb stairs.
• Expected to work in a moderately loud environment.

• Competitive base salary
• Annual raises and bonuses
• 401k Retirement Plan with generous company match
• Two weeks' vacation during first year (increases with tenure)
• Sick Pay
• Medical, Dental, and additional voluntary benefits (life, accident, disability insurance)

We recognize that great talent can come from a variety of backgrounds. We are an equal opportunity employer committed to affirmative action and diversity. Background, MVR checks, and drug tests are performed for all positions.

Equal Opportunity Employer including Disability/Vets