Contracts Administration Coordinator - 6 Month Contract

About the Opportunity Strategic Account Coordination & Reporting Coordinate and support recurring strategic account meetings, including preparation of reports, action item tracking, and follow-up activities. Maintain and update meeting task lists, agendas, and status reports for strategic account reviews. Prepare and distribute accounts receivable and customer performance reports for internal and external stakeholders. Support monthly customer review meetings by providing updated AR reports, payment status updates, and issue resolution summaries. Prepare and distribute weekly national AR reports and communicate key findings to management and stakeholders. Contract Administration Manage the creation of new national account contracts across assigned portfolios. Coordinate with Data Management and SAP teams to ensure contracts are accurately established and maintained within company systems. Review contract details for accuracy, completeness, pricing, billing terms, and compliance with customer agreements. Manage contract terminations, unit removals, and other contract amendments, ensuring effective dates are accurately reflected. Coordinate invoice adjustments, credits, and re-billing requirements resulting from contract changes. Maintain and update contract master records and SharePoint-based contract repositories. Pricing & Contract Escalation Management Administer customer price escalation processes across assigned portfolios. Review customer pricing schedules and verify alignment with contractual escalation requirements. Collaborate with SAP support teams to update pricing structures, labor rates, and contract billing information. Investigate pricing discrepancies and coordinate resolution with Account Managers and internal stakeholders. Ensure all contract pricing updates are implemented accurately and on schedule. Accounts Receivable & Collections Support Monitor AR reports and payment status for assigned strategic and national accounts. Investigate overdue balances and work with branch personnel, collectors, and customers to resolve outstanding receivables. Proactively communicate with customers regarding payment status, billing inquiries, and collection issues. Support escalated collection activities by coordinating with Account Managers and customer billing contacts. Provide status updates and supporting documentation to internal collection teams to facilitate timely account resolution. Billing & Invoicing Administration Monitor invoice processing and billing activities for assigned customers. Ensure invoices are submitted accurately and on time through applicable customer portals and billing systems. Assist with invoice submission, tracking, and issue resolution for customer-specific platforms, including Oracle, Amazon, Vendor Café, and other customer portals. Review invoice rejections, identify root causes, and coordinate corrective actions to ensure successful resubmission. Serve as the primary point of contact for invoice-related inquiries and documentation requests. Customer Service & Issue Resolution Act as the liaison between customers and internal departments to resolve billing discrepancies, pricing concerns, invoice disputes, and contractual issues. Coordinate timely resolution of customer inquiries while maintaining strong customer relationships. Ensure customers receive accurate invoice copies and supporting documentation required for payment processing. Support customer onboarding activities related to billing, invoicing, and contract administration processes. Internal Stakeholder Collaboration Partner with Finance, AR, Cash Application, Collections, Branch Operations, Data Management, and Account management teams to support strategic account objectives. Work closely with cash application teams to resolve unapplied payments and obtain remittance documentation from customers. Provide guidance and support to branch coordinators regarding national account billing and contract inquiries. Support internal process improvements and contribute to cross-functional initiatives. Accounts Maintenance & Data Governance Maintain accurate customer, contract, billing, and AR information across company systems and SharePoint repositories. Update and manage master account records for national accounts. Ensure account notes, customer interactions, and collection activities are documented appropriately within company systems. Support continuous improvement initiatives related to HighRadius and other AR management platforms. Review aged unapplied payments and balances requiring write-off consideration. Ad Hoc Support Provide administrative reporting, billing, contract, and customer support as required for National and Strategic Accounts. Participate in special projects, process improvement initiatives, and other departmental assignments. Essential functions: Support National Strategic Accounts team with leads, tenders, quotes, orders, billing, credit adjustments, and various documents Set up and maintain contract and equipment details in SAP and CRM Manage customer portal registration, provide training and support Upload work orders and invoices, managing rejections in customer portals Maintain customer relationships by responding to customer inquiries, providing invoice copies, statements, and reports Responsible for invoicing and monitoring overdue accounts Reconcile and collect outstanding AR balances on Strategic Accounts, Lead AR meetings, and report weekly AR balances on strategic accounts. Initiate and coordinate the dispute resolution process Document details and present results to management Support in organizing and attending customer meetings Assist in general office and administrative tasks About You Post-Secondary education from an accredited college or university with an emphasis in business administration or equivalent experience may be substituted. At least 5 years of administrative experience Ability to work well in a computerized environment Good knowledge of generally accepted accounting principles Specific Behaviors, Skills and Knowledge: Working knowledge of Excel, including VLOOKUP and Pivot tables Working knowledge of and proficiency in SAP Familiar with Vendor Portals like Corrigo, Arriba, Coupa, etc or similar Pay Range $33 - $35/hour How to Apply Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 485573 This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.