Contract Administrator

Singer Equipment is moving towards an electronic office. Our new software P21 and Centerpoint are designed to make information accessible across the entire company. P21 increases the speed of delivery for statements and payments. Centerpoint is intended to streamline all project management into one centralized platform. However, each person has their own way of processing information and paper copies are for individual reference only and will no longer be considered standard practice.

The responsibilities of a Contract Administrator are as follows:

Constantly maintaining the Sales Order matches the contract.

Requesting new customer accounts and assist accounting in gathering needed information for account creation.

Order Entry: Labor, Freight (Taxable and Non-Taxable), Special Item Creation, OCI, and Returns.

Electronically email documents: PO’s, Order Ack, Invoices, and Customer Statements.

100% Maintain the Need by Date, this date is a moving target, and it is required that this is updated constantly.

Updating PO’s acknowledgement with anticipated ship dates in P21.

Entering serial numbers from PO acknowledgment/invoice on special order items.

Apply Down Payment Invoices, when they come into the sales order associated with the payment.

RMA’s, Inventory Returns, Special Discounts and Customer Credits Entry Processes.

The ability to teach and train new employees how to operate P21.

Document Control

Review Contracts for Insurance, Bond, and Special Requirements.

Gathering and Requesting Bonds, Insurance forms.

Generating Project Submittal packages

Pay requesting contract jobs.

Keep and Maintain a List of Jobs:

Including but not limited to; Project Name, Account #, Contractor/Owner, Project Value, Requested Payments, Payment Status, Contacts e-mail addresses/names (for Pay Request/Invoices), and the project Status.

Product Knowledge / Auto Quotes:

Have a complete working Knowledge of AQ and our pricing structure.

Assist Project Managers with bid/budgets on prospective jobs and change order request for current jobs.

Assisting Project Managers with Drawing Approvals and Project updates.