Contracts Specialist

Contract Specialist/Contract Administrator 
If you are a Contract Specialist interested in confidentially exploring a new opportunity with an industry leading, cutting edge company located in the Buffalo area, read on! This is an incredible opportunity to play a critical role in turning customer agreements into successful project execution through expert contract and commercial management,

The Contracts Specialist manages customer agreements, sales orders, and related commercial activities from project initiation through completion. This role partners with internal teams to ensure contracts are accurately administered, orders are processed correctly, invoicing aligns with contractual requirements, and project documentation is maintains through the engagement. The position also supports commercial compliance by overseeing contract documentation, managing ERP order records, coordinating contract modifications, and assisting with insurance-related administrative activities.

Key Responsibilities

• Review customer purchase orders, contracts, and supporting documentation for completeness and accuracy.
• Evaluate customer contractual terms to identify exceptions or non-standard requirements.
• Coordinate internal review of contractual concerns with appropriate business partners.
• Assist in resolving commercial and contractual issues during the negotiation and execution process.
• Maintain organized contract files and ensure documentation is current throughout the life of each project.
• Administer confidentiality agreements and other commercial documentation.
• Provide guidance to internal stakeholders on contract-related processes and documentation.
• Create, update, and maintain customer sales orders within an enterprise resource planning (ERP) system.
• Verify pricing, delivery schedules, payment terms, project milestones, and order details.
• Prepare internal order documentation and customer order confirmations.
• Process contract revisions, amendments, and customer-requested changes.
• Maintain accurate system records throughout project execution.
• Collaborate with cross-functional teams to resolve order discrepancies and support timely project execution.
• Prepare invoices based on contractual milestones, progress, deposits, and project completion requirements.
• Track invoicing schedules and payment terms to support accurate billing.
• Provide commercial documentation to assist with payment collection and customer requests.
• Respond to billing questions and help resolve contract-related issues.
• Assist with administration of corporate insurance documentation and related records.
• Coordinate requests for certificates of insurance from customers, vendors, and subcontractors.
• Support insurance renewals, claims tracking, and document management activities.
• Participate in project transition meetings and support successful handoff from sales to project execution.
• Work closely with internal departments to ensure contractual commitments are communicated and fulfilled.
• Contribute to process improvements that enhance contract administration, order management, and commercial operations.

Qualifications

• Bachelor's degree and at least three years of experience in contract administration, commercial operations, project coordination, order management, or a related business function.
• Experience using ERP systems for order processing and record management
• Strong organizational skills with exceptional attention to detail.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office applications.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong analytical, problem-solving, and cross-functional collaboration skills.