Administrator, Contracts & Billing

TriMark USA, LLC; Tampa (FL); Hybrid; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401k

Tuition Reimbursement

Pet Insurance

Legal Insurance

Community Service Day

Spotlight Awards

National Sales Excellence Awards

CFSP Prep Certification Program

Job summary

TriMark USA in Tampa, FL is seeking a Contracts & Billing Administrator to support contract execution and billing processes. The role requires strong organization, attention to detail, and experience with Navision and Vendor Management Systems (VMS). Hybrid schedule with collaboration across internal teams and vendors.

You\'ll manage contract documents, process invoices, and generate reports while ensuring compliance with terms and client requirements. Microsoft Office proficiency is essential.

Qualifications

• 1–2 years of relevant experience in Contracts & Billing administration.
• Experience with Vendor Management Systems (VMS) and Navision is preferred.
• Proficient in Microsoft Office applications.
• Prior experience in foodservice equipment and supplies desired.
• Ability to successfully pass a background check post offer acceptance.

Responsibilities

• Manage and organize contract documents and records, ensuring accuracy and completeness.
• Review contract terms and conditions, identifying key details and requirements.
• Execute billing processes, including data entry, invoicing, and documentation.
• Ensure invoices are prepared in compliance with contractual terms and client requirements.
• Maintain and analyze contract and billing data using Navision and other relevant systems.
• Perform data verification, reconciliation, and generate reports as needed.
• Utilize VMS to facilitate the management of vendor contracts, compliance, and performance.
• Collaborate with vendors through the VMS to ensure seamless contract administration.
• Communicate effectively with internal teams and external stakeholders regarding contract and billing matters.
• Collaborate with cross-functional teams to address inquiries and resolve issues.
• Identify opportunities for process improvements within the Contracts & Billing department.
• Participate in initiatives to enhance overall efficiency and effectiveness.

Skills

Detail-oriented

Communication skills

Team collaboration

Tools

Navision

VMS (Vendor Management Systems)

Microsoft Office

Job description

TriMark USA is the country’s largest provider of design services, equipment, and supplies to the foodservice industry. We proudly serve our customers by providing design services, commercial equipment, and foodservice supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company. Our employees are focused on creating customized solutions for our clients to ensure they achieve their culinary goals while upholding our I.C.A.R.E. values: Integrity , Customer Service , Accountability , Respect , and Excellence . For more information, please visit: www.trimarkusa.com

Why you’ll love it here!

• Benefits include Medical, Dental, Vision, Tuition Reimbursement, Pet, and Legal Insurance
• 401k
• Community Service Day
• Spotlight Awards
• National Sales Excellence Awards
• CFSP Prep Certification Program

POSITION SUMMARY:

• The Contracts & Billing Administrator reports to the Director of Project Coordinators
• Located in Tampa, FL
• Full-Time
• Hybrid

The Contracts & Billing Administrator will play a key role in supporting the efficient execution of contracts and billing processes. Experience with Vendor Management Systems (VMS) and Navision is a significant plus for this role. The ideal candidate should possess a strong foundation in contracts and billing procedures, demonstrate excellent organizational skills, and contribute to the overall success of our Contracts & Billing department.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

Contract Administration:

• Manage and organize contract documents and records, ensuring accuracy and completeness.
• Review contract terms and conditions, identifying key details and requirements.

Billing Process Execution:

• Execute billing processes, including data entry, invoicing, and documentation.
• Ensure invoices are prepared in compliance with contractual terms and client requirements.

Data Management and Analysis:

• Maintain and analyze contract and billing data using Navision and other relevant systems.
• Perform data verification, reconciliation, and generate reports as needed.
• Utilize VMS to facilitate the management of vendor contracts, compliance, and performance.
• Collaborate with vendors through the VMS to ensure seamless contract administration.

Communication and Coordination:

• Communicate effectively with internal teams and external stakeholders regarding contract and billing matters.
• Collaborate with cross-functional teams to address inquiries and resolve issues.

Process Improvement:

• Identify opportunities for process improvements within the Contracts & Billing department.
• Participate in initiatives to enhance overall efficiency and effectiveness.

COMPETENCIES:

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Detail-oriented with a commitment to accuracy.
• Ability to work collaboratively in a team environment.
• Analytical mindset with the ability to interpret and analyze contract and billing data.
• Ability to adapt to new processes and technologies.
• Strong problem-solving skills and a proactive approach to addressing challenges.

QUALIFICATIONS & EXPERIENCE:

• 1 – 2 years of relevant experience in Contracts & Billing administration, or equivalent Military or practical experience.
• Experience with Vendor Management Systems (VMS) and Navision is preferred.
• Proficient in Microsoft Office applications.
• Prior experience in foodservice equipment and supplies desired.
• Ability to successfully pass a background check post offer acceptance.

Compensation includes the posted base salary range and does not reflect potential commission, incentive, bonus, or other additional compensation opportunities, where applicable. Total compensation is determined based on experience, skills, internal equity, geographic location, and other job-related compensatory factors.

In addition to base salary, this role will be eligible for participation in TriMark’s’ benefits programs, including medical, dental, vision, 401K (with employer match), etc.Leadership positions may also qualify for participation in bonus programs commensurate with role and scope of responsibility.

TriMark USA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to [e-mail].