The Role

The TopSpot Contracts Specialist plays a vital role in the financial operations of TopSpot by ensuring the accuracy, preparation, and organization of Contracts within the organization. A successful Contracts Specialist candidate should be a detail-oriented individual, be proficient in Excel, and have strong organizational and analytical skills. The candidate should also possess strong communication abilities to interact with customers and internal stakeholders in a way that instills confidence. This is a hybrid role with a requirement to be in the office up to 4 times a week.

Essential Functions

• Contracts Management: Review contracts to ensure that all contract documentation is accurately prepared, organized, and turned in according to our company’s standards and timelines.
• Review contracts for completeness and accuracy, verifying key details for processing. Collaborating effectively with internal stakeholders if discrepancies or inconsistencies arise.
• Inputting contract information, addendums, or updates into our Accounting Systems accurately and in a timely manner.
• Documentation Management: Managing documentation and data for Customer Onboarding, Customer Billing, and Budgeting Tools for Client Services. This requires a high attention to detail. Regularly audit tools to maintain accuracy of information and data.
• Billing, Payment Processing, & Credits: Manage monthly billing by reviewing invoices against contracts, processing payments, and processing credit memos with appropriate documentation.
• Cross Department Coordination: Coordinating key information and documentation among various departments involved in the Contract process such as Client Service Teams, Sales, and Accounting.
• Serve as a point of contact for internal stakeholders regarding contracts and communicating status updates and timelines.
• Deadline Management & Organization: Tracking contract deadlines, phases, renewal dates and the overall timelines for processing and assigning contracts as it impacts the experience of teammates and Customers. Maintaining accurate and up to date records of contract related correspondence, amendments, and other relevant documentation.
• Customer Relations: Build and maintain positive relationships with customers by providing exceptional customer service and responding to inquiries related to billing, payment terms, and account details.
• Reporting and Analysis: Prepare regular financial reports related to Contracts and Billing and conduct analysis to identify trends, assess risk, and suggest improvements.
• Process Improvement: Identify opportunities to streamline accounting and Contracts processes, enhance efficiency. Implement and maintain best practices and agreed upon controls.
• Compliance: Ensure adherence to company policies, internal controls, accounting principles, and regulatory requirements. Stay updated on industry standards and changes in accounting practices related to Contracts Management.
• Accounting Support: Complete accounting team related work when the need arises such as answering phone calls or accounting projects that require teamwork.

Qualifications

• High school diploma or equivalent required; Associate’s or bachelor’s degree in accounting preferred.
• Proven experience (minimum 3 years) in an Accounting Department with Contracts or relevant, transferrable Accounting experience.
• Strong knowledge of accounting principles (GAAP) and practices.
• Proficiency in using common accounting software and related tools. Familiarity and experience with ERP, a plus.
• Proficiency in Microsoft Office Suite, with proficiency in Excel. Must be comfortable with VLOOKUPs, Pivot Tables, creating Dashboards and compiling reports, working with data.
• Excellent attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Exceptional organizational and time management abilities.
• Effective communication and interpersonal skills.
• Ability to work independently and collaboratively in a team environment.
• High level of professionalism to instill confidence and trust with teammates and Customers. High level of discernment, discretion, and confidentiality. Excellent judgment and decision-making skills.