Contracts Administration Coordinator

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Maintain accurate customer, contract, billing, and AR information across company systems and SharePoint…