Contract Administrator

AP & Maintenance Contracts

Job Summary:
We are seeking a highly organized and detail-oriented individual to join our team in a dual role as Maintenance Contract Administrator and Accounts Payable (AP) Manager. This unique position is essential in ensuring the smooth operation of our maintenance contracts during the maternity leave of our current administrator, while also managing the accounts payable function within our company. The successful candidate will be responsible for managing contracts, coordinating with clients and staff, maintaining accurate records, and overseeing the AP team.

Key Responsibilities:

• Contract Management:
• Review, prepare, and manage maintenance contracts.
• Ensure all contract terms and conditions are met and adhered to.
• Monitor contract renewals and expiration, and initiate renewals as needed.

• Client Communication:
• Serve as the primary point of contact for maintenance clients.
• Address client inquiries and resolve issues promptly and professionally.
• Schedule and coordinate maintenance services with clients.

• Record Keeping:
• Maintain accurate and up-to-date records of all maintenance contracts.
• Track and document all communications and service activities.
• Prepare reports on contract status, service schedules, and client feedback.

• Coordination with Maintenance Team:
• Work closely with the maintenance crew to ensure timely and efficient service delivery.
• Communicate client needs and special instructions to the maintenance team.
• Assist in scheduling and dispatching maintenance staff.

• Accounts Payable Management:
• Oversee the daily operations of the accounts payable department.
• Ensure accurate and timely processing of invoices and payments.
• Review and approve payment runs, ensuring compliance with company policies.

• Vendor Relations:
• Maintain and enhance relationships with vendors.
• Resolve any vendor issues or discrepancies promptly.
• Negotiate payment terms and agreements with vendors as needed.

• Team Leadership:
• Manage and mentor the AP team, providing guidance and support.
• Conduct performance evaluations and identify training needs.
• Foster a collaborative and efficient team environment.

• Financial Reporting:
• Prepare and analyze accounts payable reports.
• Monitor and report on key performance indicators (KPIs) related to the AP function.
• Assist in month-end and year-end closing processes.

• Process Improvement:
• Identify opportunities for process improvements within the AP department.
• Implement best practices and automation solutions to enhance efficiency.
• Ensure adherence to internal controls and audit requirements.

• Compliance:
• Ensure compliance with company policies, accounting standards, and regulatory requirements.
• Coordinate with the finance team to support audits and financial reviews.
• Maintain accurate and organized records for audit purposes.

Job Type: Full-time

Pay: $22.00 – $25.00 per hour

Expected hours: 38 per week

Schedule:

• 8 hour shift
• No nights
• No weekends

Work Location: In person