RESPONSIBILITIES
The individual holding the position of Contracts Specialist is responsible for preparing, examining, analyzing, and revising contracts for the sale of machine tools. This position strives to ensure the highest level of quality and customer satisfaction by performing the duties listed below:
- Receive contracts that involve the sale of machines from Distribution or customer.
- Communicate all aspects of the order via company systems
- Generate Orders in system with complete information.
- Create appropriate demand and request dates of driven attachments, chip conveyors, high pressure pumps and other required items.
- Create and maintain an easily accessible audit file (electronic) for each order which will include original documents, all correspondence, changes/deviations, amendments, and clarifications.
- Work with Sales Team and Engineering Department (if needed) during post-sale stage to ensure correct order details and an accurate handoff of information to team.
- Ensure appropriate signoffs are achieved at each stage of the process
- Maintain accuracy in all records and interactions related to the order.
- Send deposit invoices to Distributors or end users as appropriate
- Send full invoices to Distributors or end users
- Assist Accounts Receivable and Accounts Payable with questions or issues with capital-related customer and vendor invoices and transaction postings
- Must be able to communicate effectively with all levels and departments
- Prepare and disseminate information to appropriate employees regarding contract status.
- Analyze and mitigate risks regarding deadlines, payment terms, prioritizing, and determining potential issues in the contract processes.
- Develop and maintain partner relationships with our machine tool vendors and other third party vendors.
- Ensure customer commitments are executed as planned and exhibit ownership of problems, including coordinating with appropriate departments when necessary for resolution of problems to ensure customer satisfaction.
- Adhere to all company policies, procedures and business ethics codes and ensure that they are communicated and implemented within the team.
- Participate in meetings to stay apprised of new developments with customer orders.
Requirements
- Associate’s degree in Business Administration or related discipline is preferred.
- Two years contracts experience preferred.
- Intermediate to advanced proficiency in Microsoft Office is required.
- Ability to use mathematics to solve problems.
- Ability to establish and maintain effective working relationships with individuals and groups, both professional and non-professional, co-workers, management personnel, the public and others.
- Ability to work in a fast-paced environment and manage multiple priorities.
- Ability to think quickly, assess a situation and make a sound decision.
- Solid written and verbal communication, listening, organization and priority setting skills required.
- Ability to resolve conflicts.
- Ability to concentrate and remain focused while handling multiple tasks, responsibilities and projects.
- Ability to keep his/her composure with the public and co-workers in everyday, stressful situations.
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