Contract Administrator - Systems

Pengate Handling Systems, Inc.; Chalfont (PA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Medical, dental, and vision insurance

401(k) with company match

Paid time off and paid holidays

Job summary

Pengate Handling Systems, Inc. in Chalfont, Pennsylvania is seeking a detail-oriented professional for project coordination and contract administration. This role involves supporting project financial visibility, ensuring invoicing aligns with terms, and maintaining organized project files. The ideal candidate will have a Bachelor's degree, 5+ years of relevant experience, and proficiency in Microsoft Office Suite. The company offers a competitive salary along with health benefits and opportunities for growth.

Qualifications

• Minimum of 5 years of experience in B2B sales support or contract administration.
• Experience with order processing, invoicing, or project coordination preferred.
• Ability to manage multiple priorities and deadlines effectively.

Responsibilities

• Support administration of contractual agreements and project activity.
• Monitor contract costs and billing milestones for clarity.
• Communicate project updates to customers and stakeholders.

Skills

Strong organizational skills

Excellent written and verbal communication skills

Problem-solving skills

Strong analytical skills

Customer service orientation

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite (Excel, Outlook, Word, PowerPoint)

ERP and CRM systems

Job description

Pengate Handling Systems is a full-service provider of material handling equipment and solutions, helping businesses move, store, and manage products more efficiently. We design, build, and install conveyors, automation systems, and custom storage solutions tailored to each client’s operational needs. Our projects improve workflow, boost productivity, and enhance safety, delivering real, measurable results. With expertise across industries, we combine engineering know-how with hands-on experience to create systems that solve complex challenges and keep businesses running smoothly.

What You’ll Do

• Support the administration and coordination of contractual agreements within the Systems Division.
• Monitor project activity, contract costs, billing milestones, and work-in-progress reporting to support operational and financial visibility.
• Ensure project billing and invoicing align with contractual terms and customer requirements.
• Analyze contracts and project activity to identify cost variances, discrepancies, or risks related to project budgets.
• Work closely with accounting to support monthly revenue accruals and financial reporting activities.
• Process supplier invoices and customer billing accurately and in a timely manner.
• Assist with sales proposal generation, order processing, and project coordination within CRM and workflow systems.
• Coordinate communication between customers, vendors, internal departments, and project teams to support successful project execution.
• Maintain accurate project files, sales folders, contracts, invoicing documentation, and workflow records.
• Monitor workflow activity and identify opportunities to improve operational efficiency, reporting accuracy, and process consistency.
• Provide customers with timely updates regarding project status, delays, or scheduling concerns when needed.
• Support after-sales activities and assist in resolving customer questions or issues professionally and efficiently.
• Help coordinate schedules, documentation, and administrative support for the sales and systems teams.
• Assist with onboarding support for new sales team members when applicable.
• Generate reports and maintain organized electronic records of financial and operational data.
• Support leadership with additional administrative, operational, and reporting responsibilities as assigned.

What We’re Looking For

• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong problem-solving skills with a proactive and process-improvement mindset.
• High level of professionalism and customer service orientation.
• Ability to work collaboratively across departments while also operating independently.
• Strong analytical skills with the ability to review financial and contractual information.
• Comfortable navigating ERP, CRM, workflow, and business software systems.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, Word, and PowerPoint.
• Understanding of contract administration, project billing, and accounting principles preferred.
• Experience working within workflow tools and identifying process improvement opportunities.
• Ability to maintain confidentiality and handle sensitive business information appropriately.

Education & Experience

• Bachelor’s degree in Business Administration or related field preferred, or equivalent relevant experience.
• Minimum of 5 years of experience in a B2B sales support, contract administration, project coordination, or operational support environment.
• Previous experience with order processing, invoicing, contract management, or accounting support strongly preferred.
• Experience supporting project-based business operations or industrial/manufacturing environments is a plus.
• Familiarity with contractual terms, project billing structures, and financial reporting processes preferred.

What We Offer

• Competitive salary
• Medical, dental, and vision insurance
• Company-paid life insurance
• 401(k) with company match
• Paid time off and paid holidays
• Opportunities for professional growth and career advancement
• Training and development programs
• Collaborative and team-oriented work environment

Pengate Handling Systems is dedicated to being an Equal Opportunity Employer. We promote and celebrate a diverse workforce and do not tolerate any discrimination. All human relations decisions will not be based on race, color, religion, sex, national origin, marital status, disability, genetic information, age, veteran status, or citizenship. All potential hires are subject to pre-employment checks which include but are not limited to background checks and drug screenings. In addition, we will provide reasonable accommodations for individuals with disabilities. Should you require an accommodation in completing an application, interview, or pre-employment requirement, please reach out to our Talent Acquisition team at [e-mail]