Contract Administrator

CONTRACT ADMINSTRATOR

Hybrid Work Model: 2 days in office, 2 days visiting client sites, 1 day remote

This position, Contract Administrator, will work closely with our department’s directors to ensure the success of client contracts and subcontractor agreements. Specifically, the Contract Administrator will oversee the invoicing process to bill clients, as well as coordinate service orders for vendors and subcontractors.

Ideal Candidate:
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.

About Company

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. Elliott-Lewis Corporation is looking to grow our Facilities Management department with the addition of an Operations Assistant. 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.

Responsibilities

• Client Contract Review

· 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.

• Client Invoicing

· Generate invoices, then prepare for distribution, and develop a schedule to send out invoices in batches to clients at each monthend.

· Work with corporate Accounts Receivable (AR) team to coordinate follow ups on overdue invoices.

• Client Site Visits

· Visit client sites 2x/week to provide training on software and programs. Software includes client’s Computerized Maintenance Management System (CMMS) and MSA process.

· Generate reports in client’s CMMS while visiting client site.

• Service Orders for Vendors and Subcontractors

· Receive quotes from field managers, review for accuracy, organize quotes.

· Following quote completion, issue service orders to vendors and subcontractors.

Location

This position will require in-person reporting to the corporate office located in northeast Philadelphia. This role will allow for a hybrid work week. Travel to client sites within with City of Philadelphia is required during work hours. Hybrid Work Model: 2 days in office, 2 days visiting client sites, 1 day remote.

Required Skills

• Experience

· 3-6 years experience supporting client accounts

• Required soft skills

· 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,

· desire to improve and grow,

· balance both attention to detail and the ability to still meet deadlines.

• Candidates must be efficient in these programs

· Microsoft Suite (Outlook, Excel, Word, PowerPoint)

Preferred Skills

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

Physical Requirements

• Regularly requires a high degree of mental effort, talk and hear, gross and fine manipulation, read both print and screens for extended periods of time.
• Specific vision abilities required by this job 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 and stoop, kneel, or crouch, and climb stairs
• Expected to work in a moderately loud level of volume environment.

Compensation

• Elliott-Lewis offers a robust compensation package including:
  
  
  • Competitive base salary,
  • Annual raises,
  • Annual bonuses,
  • 401k Retirement Plan with generous company match,
  • Two weeks’ vacation during first year at entry-level with more earned for greater tenure,
  • Sick Pay,
  • Medical / Health Insurance Plans,
  • Dental coverage,
  • Additional voluntary benefits including several life insurance options, accident insurance, several disability insurance options, and more.

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