Contracts Coordinator

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Summary   

The Contract Coordinator performs detailed assignments including reviewing and completing vendor or customer documentation necessary for contract transactions. Communicate as necessary with the relevant vendor/customer and/or internal departments where the documentation may need to be signed or revised. Perform administrative functions necessary to guide Company through customer formal bid processes including screening of documents, recordkeeping, researching customer information, making recommendations to supervisor, and submitting proposals. Work on various online portals as required to conduct business with customers. 

Essential Duties and Responsibilities

• Review commercial terms and conditions in contracts and customer bid documents in accordance with Company policies and procedures.
• Initiate and manage online portals for vendor registrations, bid documents, and various compliance requirements.
• Research customer’s previous contracting history.
• Notify originator when contract terms are finalized.
• Communicate contractual obligations to the appropriate departments to ensure compliance
• Review customer insurance requirements and provide direction for fulfillment of customer nonstandard insurance requirements.
• Maintain specific contractual documents on Company network.
• Utilize customer records management tool to document contract/bid review, progress, and history.
• Review any signature required documents, commercial conditions of bid, and any nonstandard requirements.  Prepare documents for signature.
• Review customer formal Request For Quote (RFQ) documents submitted by sales team. Monitor for customer submittal deadlines. Distribute portions of the RFQs to other departments for their review/approval, as necessary. Document complete process of Company’s response. Prepare and submit final documents. Update the RFQ Annual Spreadsheet tracking won/lost RFQs.
• Revise Sales Proposals with nonstandard items for sales/customer service teams.
• Update and maintain the Master Contracts index to ensure timely submittals and follow-up.

Requirements

• Strong attention to detail, analytical skills, and follow through on all tasks.
• Strong computer skills with working knowledge of Word (including track changes), Excel, Outlook, and Adobe PDF.
• Excellent customer service, communication skills, people skills, business writing skills (including emails).
• Ability to multi-task in busy environment. Procurement and/or service/maintenance industry experience helpful.
• Seeking self-motivated individual with the ability to work independently.
• Seeking candidate who is looking for long-term employment with growth potential.

Physical Demands

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and /or move up to 25 pounds.   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative