Contract Administrator

Overview & Responsibilities

Under the direction of the Commercial Service Manager and in close cooperation with Finance, Accounting and Administration staff as well as Service Sales Engineers, manages the Contract Administrator handles the administrative, contractual and commercial aspects of field service projects (internal project management), from order entry to final billing and collection.

Job Responsibilities:

• Responsible for all commercial, contractual and administrative aspects of a project
• Receives, reviews, and acknowledges orders
• Documents contract review according to departmental procedure
• Initiates credit checks and work with aftermarket sales to resolve issues
• Initiates and updates commercial portion of assignment summary record
• Leads order co-ordination meetings (internal with dispatching, support engineering, finance)
• Coordinates and resolves commercial issues, i.e., credit, insurance, contractual terms and conditions associated with projects
• Communicates all project requirements to project managers/technical representatives, and accounting personnel, including milestones, changes in scope, pricing, schedule or other contact requirements.
• Communicates project requirements to Elliott sales, shop operations, and other Elliott departments as applicable, and to subcontractors, including changes in scope as project progresses
• Track extras (working time, materials, etc.)
• Performs internal project management
• Coordinates obtaining customer signoffs and acceptances
• Control finance during invoicing process, including the review of final invoice pricing on all major project and call out work
• Responsible for compiling invoice documentation both internal and external in conjunction with field personnel, leads resolution of issues involving subcontractor invoices
• Controls finance during collection process (reminders)
• Assist support engineering in all commercial, contractual and administrational aspects relating to warranty claims
• Initiates credit memos and warranty authorizations as applicable
• Initiates, recommends or provides solution or action to prevent the occurrence of any nonconformity relating to the product, process, and the quality system.
• Notifies a supervisor upon the discovery of any problems relating to the product, process, or quality system.
• Performs other functions and tasks as directed by the Commercial Field Service manager.

Qualifications & Skills:

• A college degree (business or engineering) or equivalent experience in service-related activities.
• Good command of the English language, both written and oral.
• Contractually and commercially minded and skilled with good organizational abilities and self-motivation
• Selling skills and field-oriented background would be an advantage but not required.
• Flexible with ability to cope with a wide variety of tasks.
• Must have an aptitude to interact and maintain a good working relationship with internal and external contacts.
• Proficient with Microsoft Word, Excel, and Lotus Notes, knowledge of Vantage is a plus.

Equal Employment Opportunity

Ebara Elliott Energy is an equal employment opportunity/affirmative action employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, genetic information, disability, veteran status, or any other characteristic protected by the federal, state or local laws of the United States. Applicants and employees are protected under U.S. federal law from discrimination. To learn more, click here.

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