Purpose of Role

The Contracts Administrator plays a vital role in ensuring the accurate and efficient management of customer service contracts throughout their lifecycle. This includes contract creation, renewals, amendments, invoicing, and customer communication. Acting as a key liaison between internal departments and external clients, the role supports business operations and contributes to customer satisfaction and retention whilst always maintaining a commercial focus to drive opportunity.

Key Responsibilities

Contract Management

• Create and maintain contract records in the in-house system, including account details, site information, equipment, contract type, pricing, and invoicing format.
• Monitor contract milestones, renewal dates, and deliverables to ensure timely action.
• Proactively manage contract renewals, identifying opportunities for improvement or adjustment.

Customer & Stakeholder Engagement

• Communicate professionally with customers via phone and email regarding contract status, queries, and updates.
• Collaborate with internal teams (Sales, Finance, Service Delivery) to resolve contract-related issues and ensure alignment.

Documentation & Compliance

• Prepare and issue accurate contract documentation and compliance records.
• Manage contract amendments, variations, extensions, and terminations, ensuring all changes are properly documented and approved.

Invoicing & Financial Accuracy

• Generate and validate invoices in line with contract terms (e.g., annually in advance, quarterly, post-service).
• Review billing against contract agreements to ensure accuracy and resolve discrepancies.

Project Support

• Lead or support contract-related business projects, including system integrations and data migrations.
• Contribute to continuous improvement initiatives within the Contracts department.

Skills & Competencies

Technical Skills

• Proficient in Microsoft Office Suite, especially Excel, Outlook, and Teams.
• Strong keyboard and data entry skills.
• Familiarity with contract management systems or CRM platforms (desirable).

Organisational Skills

• Highly organised with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and accuracy in data and documentation.
• Logical and methodical approach to problem-solving.

Communication & Collaboration

• Clear and professional verbal and written communication.
• Ability to work effectively within a team and across departments.
• Customer-focused mindset with a proactive approach to service delivery.

Analytical & Decision-Making

• Capable of reviewing and interpreting contract terms and financial data.
• Prioritises tasks based on urgency, risk, and business impact.

Qualifications & Experience

• Previous experience in contract administration or a similar administrative role.
• Understanding of service contracts, billing processes, and customer service principles.
• Relevant qualifications in business administration or related fields (preferred).

Working Conditions

• Office-based role with standard working hours.
• Occasional flexibility required during peak periods or project delivery phases.