Contracts Administrator

Expert Access Solutions; Stevenage; On-site; GBP 28,000 - 35,000; Full time

Job summary

A leading contracts management firm in Stevenage is looking for a Contracts Administrator to effectively manage customer service contracts throughout their lifecycle. The role involves contract creation, renewals, invoicing, and customer communication, contributing to customer satisfaction. Ideal candidates should have experience in contract administration and strong organizational skills.

Qualifications

• Previous experience in contract administration or a similar administrative role.
• Understanding of service contracts and billing processes.
• Strong attention to detail and accuracy in data and documentation.

Responsibilities

• Create and maintain contract records in the in-house system.
• Communicate with customers regarding contract status and queries.
• Generate and validate invoices according to contract terms.

Skills

Proficient in Microsoft Office Suite

Strong keyboard and data entry skills

Clear verbal and written communication

Organisational skills

Customer-focused mindset

Education

Relevant qualifications in business administration

Tools

Contract management systems

Job description

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.