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Administrator; Contract (Code: 2117)

Overall Responsibility:

Responsible for overseeing all processes related to contract creation including drafting, negotiation, redlining, executing, contract activation and contract maintenance associated with Regional GPOs and Cooperatives and Commercial Contracts. This role will provide support to Contracts Manager and have close collaborations with, Area Sales Managers, Sales Reps and Product Managers on National Contracts. Assist with RFIs/RFPs. The Contract Administrator is responsible for organizational contract development and administrative management activities. The Contract Administrator will conduct needs assessment and ensure contracts are compliant and profitable.

Key areas of responsibility:

  • Submission of reporting monthly and quarterly sales on contracts (manipulating spreadsheets, running the reports, setting up appropriate formulas)-Reports to be run out of salesforce by date range and appropriate contracted items will be captured to ensure compliance with reporting
  • Keep updated files for all report submissions –retain reports in designated folders by date on contract admin computer drive folders.
  • Record dollars paid on fees on a monthly and quarterly basis-use customer templates as needed to report sales and on line reporting as well.
  • Check requests for payment on contract fees through an internal process and send appropriate emails to contract entities with check submission dates.
  • Assist in business development of submission of bids and act as back up for bid submissions when Business Development Analyst is out of office.
  • Run report on Country of Origin submission for quotes-maintain this database report to ensure GSA contract has approved designated COO for products
  • Manipulate and Maintain member listings for GPO database in sales force-format excel spreadsheets with appropriate member information for sales team
  • Maintaining contract summary listings for sales and sales admins
  • Post contract information on a ftp site –intranet site for sales team to reference regarding all contract information
  • Complete vendor certifications/questionnaires about Nikon’s business-FEIN, address, remit to address and other pertinent information
  • Spot checking PO’s entered to make sure coded correctly (on a daily basis)-make sure sales team is utilizing the correct contracts and discounts
  • Telephone inquiries as needed
  • Sending RFQs that come in via email or phone to correct sales person for quoting
  • Assisting in compiling product changes so contract price lists may be updated (running reports for discontinued products and replacement products in SAP)
  • Check sales opportunities to ensure correct price lists/contracts are utilized
  • Check sales quotes in Salesforce for correct discount and pricing as needed.
  • Provide assistance in reviewing various contracts for Confocal and other State, Industry, University product orders.
  • Run reports as needed in SAP environment
  • Assist in preparing SOPs for the Contracts Department regarding Contract processes.
  • Ability to work outside of normal business hour as necessary.

Ancillary responsibilities:

  • All other duties as required or needed.

Qualifications:

  • Comfortable working under strict deadlines
  • SAP knowledge a plus
  • Excel-intermediate-knowledge of V Look Up, Pivot Tables and formulas
  • Salesforce experience a plus
  • Word
  • Outlook
  • Power point a plus
  • Comfortable speaking with customers
  • Some contract language review helpful
  • Knowledge of FARS preferred
  • Ability to interact with executive management
  • Ability to work under deadlines on report submissions
  • Excellent verbal and written communication skills
  • Detail oriented and ability to multi-task

Education, skills & experience:

  • 2-4 years’ experience in working in a contract environment
  • Salesforce experience a plus

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