Contacts Administration Associate

Title:                     Associate, Contracts Administration                                                             

Status:                  Full-time, Non-exempt

 Reports To:         Director of Adminstration     

Location:             Norfolk, VA 

T. Parker Host is a century-old maritime company known for going above and beyond for our customers as both ship agents and terminal operators. We leverage our network of exceptional team members, assets, data-driven analytics and deep industry knowledge to add value to diverse cargoes throughout the supply chain.

HOST’s customer-tailored solutions and deep industry knowledge have led us to new undertakings and exponential growth. We now have over 20 agency, terminal and stevedoring operations throughout the U.S. East and Gulf coasts, all positioned to offer the exceptional level of service we’ve been providing for 100 years – driven by data, experience and our core principles.

Position Summary:  As Contracts Administration Associate, will be responsible for inputting and maintaining customers in NetSuite, and ensuring customers are properly onboarded according to SOP; reading and able to extract important information contained in contracts then inputting projects into NetSuite; track contract expirations, and creating reminders for Commercial Team.   In addition, will also provide various administrative functions across the organization. 

Essential Responsibilities and Duties 

•         Input and maintain customer records in NetSuite 

•         Reading and extracting important information contained in contracts

•         Input Contract Projects in NetSuite as received from Commercial Team

•         Schedule and conduct Hand-Over calls with Commercial and Accounting Teams for new Customers/Agreements

•         Maintain contract filing system

•         Monitor and schedule alerts for deadlines for contract renewals, escalations and revisions

•         Issue contract annual & quarterly fuel escalations

•         Coordinate with accounting on matters related to contract billings

•         Issue Sub-Projects for terminal locations as applicable

•         Work with other departments on special projects as needed

Administration Support

•         Maintain and order office supplies

•         Maintain and order shipping supplies

•         Maintain, order, and stock kitchens

•         Request maintenance with building (i.e., lights out)

•         Be company POC for parking; adding and deleting spaces as needed, including ordering validation stickers for guests

•         Act as company Fire Warden for building

•         Be responsible for office recycling with our vendor; request special pickups as needed

•         Receive and distribute mail

•         Assist with Fleet Management, reviewing account for citations, and alerting managers on maintenance due.

•        Other duties as assigned      

Education, Knowledge, Experience, Skills and Abilities Required:

·         Associates (or higher) Degree in Business Administration preferred

·         Experience with NetSuite ERP system preferred

·         Proficiency with Microsoft Outlook, Word, and Excel required

·         Very strong organizational skills, attention to detail, and commitment to accuracy

·         Display initiative and follow-through on all tasks and deadlines

·         Strong interpersonal, verbal and written communication skills

·         Ability to multitask while staying organized and incredibly detail-oriented

·         Personable team player, self-motivated, independent worker, professional and discreet

Physical Requirements:

·         Job performance will normally require only minor lifting and carrying of boxes of records or equipment. 

HOST, and its affiliated companies, is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.