Contracts Administrator

Contracts Administrator – Americas

Job Context

The Contract Administrator oversees the Customer Service department of VPS. The main goal of this administrator is to ensure the contracts are performed satisfactorily and the responsibilities of both parties are properly discharged. The department helps customers with questions, complaints and gives information about our products and services. This position on occasion portrays being in a sales role. They support Sales Managers, customers, and regional staff on all inquiries and administrative aspects in a timely manner.

Position reports to: Managing Director

Job Objectives/Responsibilities

• Verbal and written communication skills
• Administrative/secretarial skills
• Evaluation skills
• An eye for detail and the ability to spot error and omissions at a glance.
• The ability to work well under pressure and meet tight deadlines.
• The ability to learn quickly and master internal contracts management systems.
• The ability to manage competing demands and work well under pressure.
• Contracts Administrator is responsible for keeping tract of every deadline, deliverable and other obligations laid out in VPS’s company contract.
• Prepares contracts, reviews existing contracts for accuracy, and maintains contract database.
• Oversee customer service representatives and delegates tasks.
• Actively utilize sales & marketing and production tools (e.g. Qlikview/STS/VMS) to assist in the contract management of customer accounts.
• Assist VPS Central Credit and Collections with regional customer account reconciliation issues.
• Process credit card payments for ad hoc, spot testing, and supplies for customers.
• Consult with Sales Account Manager when necessary.
• Provide Sales Manager with monthly list of contract renewals that need attention.
• Interact directly with Customers on new vessels added, Ship Information Form (SIF), report distribution lists.
• Initiate tracking of missing samples and inquires and respond to customers requesting updates on testing status.
• Create proforma invoices when necessary.
• Acknowledge same day response to customers, as well as questions about Customer Portal and Bunker Master
• Manage Rebate Programs
• Serve as deputy for Customer Service Manager as required.
• Perform the duties of the Logistics and/or Operations Coordinator as needed.
• All other duties as assigned.

Education
High School Diploma or GED
Bachelor’s degree/Undergraduate in respective domain a plus but not necessary

Knowledge and experience
3-5 years of experience
Proficient in Microsoft Suite (Office, Excel, Word, Outlook)
Knowledge of Maritime industry a plus but not necessary

Job Type: Full-time

Pay: $41,600.00 - $45,760.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• La Porte, TX 77571: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Negotiation: 1 year (Preferred)

Work Location: In person

Salary : $41,600 - $45,760