Contract Administrator & Backend Sales Coordinator

Roles & Responsibilities

• Scrutinize each contract or purchase order received for key criteria including delivery timelines, payment terms, financial instruments, documentation, insurance requirements, penalties, and transportation requirements to ensure alignment with the Mineral Technologies quotation or bid.
• Identify and highlight discrepancies between the contract, purchase order, and Mineral Technologies proposal, and coordinate with the Bid Manager and client to resolve conflicting issues.
• Coordinate internal requirements for each contract, including credit clearance, shipping/freight arrangements, scheduling, document submission, and terms & conditions reviews. This requires regular communication with relevant internal stakeholders to ensure timely completion of activities.
• Coordinate external communications with customers regarding order acceptance, contract variations, and resolution of contractual terms and conditions.
• Prepare commercial quotations for customers in coordination with the sales team and ensure accuracy of pricing, scope, and commercial terms.
• Process customer orders in internal systems and ensure all necessary documentation and approvals are in place for order execution.
• Maintain and regularly update the Debtors List, follow up on outstanding payments in coordination with the finance team, and support the sales team in ensuring timely collections.
• Conduct project close-out activities to ensure timely return of all securities, issuance of final invoices, and closure of projects in internal systems such as JDEGs.
• Set up projects in JDEGs and maintain all relevant project records.
• Establish and maintain project logs to ensure accurate tracking of hours, invoicing, variations, and documentation.
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  Raise invoices for both schedule of rates projects and fixed price projects in line with contractual trigger points and project milestones.
• Calculate invoicing for schedule of rates projects and ensure invoices are issued accurately.
• Send invoices and supporting documentation to customers in a timely manner.
• Record and manage project variations in JDEGs and ensure details are captured in relevant reporting logs.
• Prepare and provide reports to clients as requested and support project reporting requirements.
• Ensure projects are properly closed out in all relevant systems and documentation logs.
• Support month-end reporting by providing relevant project and financial data.
• Create and maintain documentation templates to improve efficiency and standardization.
• Develop and document new processes where required to improve workflow and operational efficiency.

Diploma of contract management, business services or related area would be advantageous but not mandatory

Experience

Experience in a similar position would be an advantage

.Experience with JDEGs would be an advantage

Skills & Knowledge

Ability to demonstrate Customer-service attitude and focus

Professional communication skills and willingness to contact Clients and stakeholders directly to discuss issue and/or seek feedback

Attention to detail

Continuous improvement culture/drive

.Adaptability and willingness to learn from and assist other Commercial Services peers