Contract Administrator

ABOUT US: Ten-8 Fire and Safety, LLC is a major United States distributor of fire and emergency apparatus and equipment. Focused on serving customers in Florida and Georgia. Our knowledgeable staff of sales, service, and support personnel is comprised of over 200 employees. For more than 35 years, we have worked hard to improve our business and expand our customer base, continually investing in our personnel and facilities. Operating out of ten (10) service locations, we strive to make our service experience second to none!

Apply online at www.ten8fire.com!

SUMMARY: The Contract Administrator shall be responsible for the transparent, timely and high-quality processing of Industrial sales contracts. The individual will take complete ownership of the tracking and processing of purchase orders, payments, commission calculations, and Sales to Furnish (STF) for all sales contracts. The Contract Administrator must develop and maintain effective measures, monitoring processes, and establishing controls, to ensure complete customer satisfaction.

The individual will be responsible for working directly with the Contract Administration Manager and Ten-8’s team of sales representatives in a highly collaborative environment.

The role reports directly to the Contract Administration Manager and works to establish strategies for improving customer support and operational functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

• Process new order files for all Ten-8 Industrial orders-
• Create files for all new Ten-8 Industrial orders.
• Review accuracy of information provided by sales representatives.
• Manage orders through life of build process.
• Update and monitor internal backlog report for Ten-8 Industrial based on all manufacturers’ production schedules for weekly distribution to all Ten-8 service managers/centers.
• Monitor accounts receivable.
• Initiate manufacturer purchase orders and payments.
• Receive and review vendor invoices.
• Initiate customer invoices.
• Process customer change orders.
• Complete commission reports and calculations for submittal to VP of Apparatus Sales for approval.
• Process Manufacturers Statement of Origin for Ten-8 Industrial customers-
• Track delivery of new Industrial Apparatus in a timely manner by utilizing the Ten-8 Backlog Report and begin processing MSO paperwork upon delivery and/or payment of unit.
• Complete back of Manufacturers Statement of Origin and corresponding documentation then ship to customer to obtain tag and title at their local tag office.
• Knowledge of title/tag processes and requirements in GA and FL.
• Knowledge of different MSO requirements of Ten-8 customers as they may apply.
• Maintain MSO Name and Address spreadsheet in Excel for accuracy.
• Travel to local tag agency for dealer service of tag/title items when required.
• Assist with Apparatus and Ambulance MSO paperwork when required.
• Coordinate driver pick-ups with the Order Management Specialist to have trucks delivered to the customer from Ten-8 Industrial service centers in Lakeland, FL or Villa Rica, GA.
• Provide the Order Management Specialist with customer contact information including contact person, contact telephone number and delivery address.
• Communicate expected ready for delivery date to Order Management Specialist.
• Save driver expenses to the file for applying to the job at closing.
• Other duties as assigned.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required:

LANGUAGE SKILLS:

• Proven ability to work under high pressure.
• Demonstrated ability to prioritize and manage multiple task/projects simultaneously.
• Proven ability to think creatively and to contribute to both strategic and tactical decisions.
• Strong attention to detail with a focus on continued improvement.
• Strong interpersonal skills. Great analytical, problem-solving and situation analysis skills.

EDUCATION: Associate degree in a related field and three (3) to five (5) years of contract administration experience preferred.

MATHEMATICAL SKILLS: Ability to apply concepts of basic mathematics. Strong analytical skills required.

REASONING ABILITY: Ability to apply common-sense understanding to carry out instructions in written and oral form. Ability to deal with problems involving several concrete variances in standardized situations.

OTHER SKILLS AND ABILITIES:

• Have a working knowledge of accounting principles.
• Proficient in Microsoft Office functions, specifically including Excel.
• Must have strong organizational skills.
• Must be able to work independently on assigned tasks as well as to accept direction on given assignments.
• Must be very attentive to details.

EEO STATEMENT: Ten-8 Fire & Safety provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

DRUG FREE WORKPLACE: Ten-8 Fire & Safety is committed to protecting the safety, health and wellbeing of all employees and other individuals in our workplace. As a condition of employment, employees are required to participate in pre-employment drug screening.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Bradenton, FL 34208 (Required)

Work Location: In person