What are the responsibilities and job description for the Contract Administrator position at Event Source?
Benefits:
We’re seeking a positive and motivated individual who embodies our Core Values of Consistency, Adaptability, Reliability, and Teamwork (CART) to join our team as a Contract Administrator (CA). The CA plays a key role in ensuring rental contracts are completed accurately and efficiently. Working independently from Sales and Operations, the CA oversees post-event reconciliation, including verifying returns, reviewing damage claims, applying Rental Assurance (RA) rules, and finalizing invoices. This role ensures proper process adherence, protects inventory, and supports defensible billing outcomes.
Key Responsibilities
- 401(k) matching
- Dental insurance
- Employee discounts
- Health insurance
- Paid time off
- Training & development
- Vision insurance
We’re seeking a positive and motivated individual who embodies our Core Values of Consistency, Adaptability, Reliability, and Teamwork (CART) to join our team as a Contract Administrator (CA). The CA plays a key role in ensuring rental contracts are completed accurately and efficiently. Working independently from Sales and Operations, the CA oversees post-event reconciliation, including verifying returns, reviewing damage claims, applying Rental Assurance (RA) rules, and finalizing invoices. This role ensures proper process adherence, protects inventory, and supports defensible billing outcomes.
Key Responsibilities
- Contract Reconciliation & Invoicing
- Daily Verification: Review delivery and return documentation for accuracy.
- Damage Claims: Assess claims with supporting evidence to ensure fair resolution.
- Consistent Billing: Apply RA and standard billing procedures according to company policy.
- Timely Resolution: Complete final counts and invoices promptly, while addressing discrepancies within defined timelines.
- System & Data Accuracy
- Maintain accurate invoices, credits, and adjustments in Sage 100 (or similar systems).
- Keep organized, audit-ready digital and physical records of all reconciliations and client communications.
- Collaboration & Support
- Coordinate with the warehouse team to verify final counts.
- Support Accounting with accurate statements and collection efforts.
- Serve as the neutral point of contact for post-event billing, ensuring objectivity in all client interactions.
- Skills & Experience
- Proficiency in Sage 100 or equivalent ERP system preferred.
- 2 years in Equipment Rental, Logistics, or Supply Chain operations.
- Demonstrated attention to detail and commitment to accurate record-keeping.
- Core Competencies
- Strong analytical and problem-solving skills.
- Ability to apply complex billing rules accurately.
- Effective time management to handle multiple contracts within strict deadlines.
- Education & Requirements
- High School Diploma or equivalent required; Associate or Bachelor’s degree in Business, Accounting, or related field preferred.
- Successful completion of background check and drug screening.
- Completion of a 5-minute Predictive Index (PI) Behavioral Assessment.
- Timely completion of final counts and invoices.
- Invoice error rate maintained below 3%.
- Resolution of missing/damage disputes within 7 days.
- Compliance with internal timelines and procedures.
- Onsite in Cleveland, OH, with occasional travel to other locations.
- Primarily office-based, with regular presence on the warehouse dock for verification and inspection.
- Ability to walk the dock and inspect equipment as needed.
- Health, dental, vision, and 401(k) eligibility after 60 days.
- 96 hours PTO annually (prorated based on hire date).
- Employee rental discounts and referral program.