Contract Admin

General Summary

The Contract Administrator plays a vital role in supporting the contract administration group and related departments by managing the review, coordination, and execution of contracts, vendor communications, and customer account setups. This role ensures compliance, accuracy, and efficient communication to support company objectives and maintain operational excellence.

Principal Duties and Responsibilities

• Review and redline customer contracts, preparing signed contract packages under the supervision of senior contract administrators.
• Handle credit requests, including obtaining approvals, verifying warranties, pulling call records, and collecting additional information for sales and installation teams.
• Process and code bills for office expenses, such as power, internet, waste, cleaning, and alarm services.
• Manage vendor communications, including coding and receipting invoices, as well as setting up new vendors.
• Process payments and customer setup forms, ensuring proper coordination with internal teams, including sales representatives and service dispatchers.
• Participate in backlog meetings and review BAAN backlog reports to identify and address potential misses.
• Manage pre-qualification processes for Florida, Avetta, and other portals.
• Conduct monthly collections calls and assist with resolving past-due accounts, including billing and financial issues.
• Update purchase orders (POs) and complete new vendor forms on behalf of ASSA ABLOY.
• Handle service and sales contract requests, certificates of insurance (COIs), and special account feature requests.
• Process certified payroll, address missing timesheets, and assist with QuickBooks entries for customer setup, invoices, and payment verifications.
• Follow up on all change orders and provide assistance as needed.

Knowledge, Skills, and Abilities Required

• Strong editing and writing skills for contract review and communication.
• Proficiency in contract terminology and ability to understand legal documentation.
• Ability to independently prioritize tasks while maintaining accuracy and attention to detail.
• Excellent judgment and problem-solving skills.
• Strong verbal and written communication abilities to interact with various stakeholders.
• Team-oriented mindset with the ability to collaborate effectively.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
• Familiarity with BAAN systems, QuickBooks, and certified payroll processes is preferred.

Special Competencies Required

• Knowledge of vendor and customer setup processes, including portals like Avetta.
• Experience managing financial tasks such as payments, billing, and collections.
• Strong organizational skills to handle multiple responsibilities and meet deadlines.

Education and Experience

• Bachelor’s degree in Business Administration, Accounting, Legal Studies, or a related field preferred.
• 2-4 years of experience in contract administration, vendor management, or a similar role.

Working Conditions

• Office-based role with potential for hybrid work depending on company policies.
• May require extended hours during peak contract or billing periods.

We are the ASSA ABLOY Group
Our people have made us the global leader in access solutions. In return, we open doors for them wherever they go. With nearly 61,000 colleagues in more than 70 different countries, we help billions of people experience a more open world. Our innovations make all sorts of spaces – physical and virtual – safer, more secure, and easier to access. 

As an employer, we value results – not titles, or backgrounds. We empower our people to build their career around their aspirations and our ambitions – supporting them with regular feedback, training, and development opportunities. Our colleagues think broadly about where they can make the most impact, and we encourage them to grow their role locally, regionally, or even internationally.

As we welcome new people on board, it’s important to us to have diverse, inclusive teams, and we value different perspectives and experiences.