Contract Administrator - Systems

Pengate Handling Systems is a full-service provider of material handling equipment and solutions, helping businesses move, store, and manage products more efficiently. We design, build, and install conveyors, automation systems, and custom storage solutions tailored to each client’s operational needs. Our projects improve workflow, boost productivity, and enhance safety, delivering real, measurable results. With expertise across industries, we combine engineering know-how with hands-on experience to create systems that solve complex challenges and keep businesses running smoothly.

 

Pengate Handling Systems is seeking a highly organized and detail-oriented Contract Administrator to support our growing Systems Division. This role is critical to the successful administration and execution of complex customer projects involving advanced material handling and automation solutions for warehousing and manufacturing operations.

 

Our Systems Division delivers customized solutions including racking systems, conveyors, shuttles, autonomous vehicles, and automated storage and retrieval systems (ASRS). The Contract Administrator will work closely with leadership, project teams, accounting, vendors, and customers to help ensure projects move efficiently from proposal through invoicing and completion.

 

What You’ll Do

• Support the administration and coordination of contractual agreements within the Systems Division.
• Monitor project activity, contract costs, billing milestones, and work-in-progress reporting to support operational and financial visibility.
• Ensure project billing and invoicing align with contractual terms and customer requirements.
• Analyze contracts and project activity to identify cost variances, discrepancies, or risks related to project budgets.
• Work closely with accounting to support monthly revenue accruals and financial reporting activities.
• Process supplier invoices and customer billing accurately and in a timely manner.
• Assist with sales proposal generation, order processing, and project coordination within CRM and workflow systems.
• Coordinate communication between customers, vendors, internal departments, and project teams to support successful project execution.
• Maintain accurate project files, sales folders, contracts, invoicing documentation, and workflow records.
• Monitor workflow activity and identify opportunities to improve operational efficiency, reporting accuracy, and process consistency.
• Provide customers with timely updates regarding project status, delays, or scheduling concerns when needed.
• Support after-sales activities and assist in resolving customer questions or issues professionally and efficiently.
• Help coordinate schedules, documentation, and administrative support for the sales and systems teams.
• Assist with onboarding support for new sales team members when applicable.
• Generate reports and maintain organized electronic records of financial and operational data.
• Support leadership with additional administrative, operational, and reporting responsibilities as assigned.

What We’re Looking For

• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong problem-solving skills with a proactive and process-improvement mindset.
• High level of professionalism and customer service orientation.
• Ability to work collaboratively across departments while also operating independently.
• Strong analytical skills with the ability to review financial and contractual information.
• Comfortable navigating ERP, CRM, workflow, and business software systems.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, Word, and PowerPoint.
• Understanding of contract administration, project billing, and accounting principles preferred.
• Experience working within workflow tools and identifying process improvement opportunities.
• Ability to maintain confidentiality and handle sensitive business information appropriately.

Education & Experience

• B