Sales Contract Administrator

Sales Contract Administrator 

Department: Office Administration 

Job Overview: 
The Sales Contract Administrator will support the Customer Service /Process Improvement director in processing sales projects initiated by the Sales and Major Projects departments. This role requires an understanding of contract language, including terms and conditions, and involves reviewing sales contracts from construction companies and internal documents with a legal perspective. Additionally, this position handles invoicing, collections, and ensures the smooth transition of projects from receipt of the contract to the collection of sale invoices. Strong time management, urgency, and attention to detail are critical for success in this role. 

Key Responsibilities: 

• Review and analyze sales contracts from construction companies to ensure compliance with company policies, risk mitigation, and alignment with legal and contractual requirements. 

• Assist in the preparation and review of internal contract documents to ensure they meet legal standards and company protocols. 

• Collaborate with internal legal teams and senior management when necessary to address contract discrepancies or complex terms. 

• Assist the Sales department in creating comprehensive sales packets, including agreements, specifications, and other relevant documents. 

• Maintain project records and update Salesforce by converting quotes to orders, converting orders to contracts, and creating purchase orders for factories. 

• Enter all cost information into Salesforce product line items and ensure accurate tracking. 

• Manage project folders and maintain clear documentation, including collecting offline dates and serial numbers from factories. 

• Coordinate with outside insurance agencies to acquire site-specific insurance documents. 

• Support Project Management by gathering quotes from subcontractors, issuing purchase orders, and processing change orders. 

• Oversee billing procedures and follow up on payments after the scope of work has been completed. 

• Maintain working relationships with the Sales Director, Project Management, Dispatch, and Billing teams to ensure smooth workflow. 

• Document meeting minutes during project update meetings and manage project timelines. 

• Meet deadlines and prioritize tasks effectively to ensure prompt resolution of contract and project issues. 

• Achieve set departmental Key Performance Indicators (KPIs) and maintain compliance with company policies and core values. 

• Effectively utilize Salesforce to manage contract amendments, document outreach efforts, and track project status. 

• Provide backup support for the Senior Contract Administrator when necessary. 

Qualifications: 

• Bachelor’s degree in Business Management, Business Administration, Project Management, or related field, or equivalent work experience. 

• 1-3 years of experience in contract management or project management, with exposure to legal review of contracts, preferably in the construction or modular industry. 

• Strong understanding of contractual language, including terms and conditions, and the ability to review documents from a legal perspective. 

• Excellent time management skills with a strong sense of urgency to meet deadlines and handle multiple priorities efficiently. 

• Meticulous attention to detail, especially in reviewing and managing contracts, invoices, and project documentation. 

• Proficient in Salesforce or other Customer Relationship Management (CRM) software. 

• Familiarity with Microsoft Office Suite, particularly Word, Excel, and Outlook. 

• Strong communication skills to interact with internal teams, customers, and stakeholders via email, phone, and in person. 

• Highly organized, detail-oriented, and capable of managing multiple tasks and projects simultaneously. 

• Experience in reading, interpreting, and analyzing contracts from a legal and business standpoint. 

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