Contract Manager

National Fire & Safety; Mesa (AZ); On-site; USD 70,000 - 105,000; Full time

Job summary

National Fire & Safety is seeking a Contract Manager to oversee the complete lifecycle of service contracts from booking to close, ensuring accurate terms, billing, and profitability.

The role requires sharp financial analysis, strong Excel and ERP/CRM proficiency, cross-department collaboration, and timely reporting.

Office-based in Mesa, AZ with no remote option; candidates should have a high school diploma and proven contract management experience.

Qualifications

• Oversee the full contract lifecycle from booking through closure, including terms, payments, and scope.
• Track renewals, cancellations, and system statuses; coordinate with parties for timely processing.
• Prepare Contract Evaluation Forms and Contract Analysis reports to assess value and profitability.

Responsibilities

• Oversee the generation and modification of monthly inspections and monitor compliance documentation.
• Manage end-to-end monitoring billing operations and revenue recognition.
• Lead improvements for monitoring operations and portfolio reconciliations with cross-functional teams.

Skills

Financial analysis

Contract management

Excel

ERP systems

CRM systems

Analytical thinking

Communication

Multitasking

Problem solving

Education

High school diploma

Tools

ERP software

CRM software

MS Outlook

Contract management software

Job description

The Contract Manager is responsible for the comprehensive lifecycle management of service contracts, ensuring efficient booking, accurate financial tracking, timely renewals, and effective operational coordination. This role involves significant analytical work, report generation, and collaboration with various departments to maintain contract profitability, compliance, and customer satisfaction.

Supervisory Responsibilities:

• None.

Major Tasks, Responsibilities and Key Accountabilities:

Contract Lifecycle Management:

• Oversee the full contract lifecycle from booking through closure, including validating booking sheets, subcontractor quotes, customer agreements, purchase orders, and estimates, and accurately setting up terms, amounts, billing frequencies, payment terms, scope of work, and special provisions.
• Manage renewals and cancellations, tracking outstanding renewals and coordinating timely processing, while determining cancellation causes, communicating with relevant parties, and updating system statuses accordingly.
• Handle contract closure, verifying renewals, unbilled invoices, and open service calls, and prepare Contract Evaluation Forms and Contract Analysis reports to assess customer value, coverage, and profitability.

Financial Analysis & Reporting:

• Execute and analyze monthly, quarterly, and annual financial reports (Contract Base Calculation, Annualized Labor Loading, Financial Snapshots, Cost History, and Customer Performance Reports), verifying data accuracy across reports and systems.
• Identify and resolve issues with unbilled contract invoices and unrecognized contract revenue, and update and manage spend plans for labor, materials, and subcontractors to ensure alignment with actual tasking.
• Prepare for and participate in Monthly Financial PAR meetings, highlighting cost overages, pending PMs, warranty items, and other financial discrepancies.

Operational Coordination & Task Management:

• Oversee the generation and modification of monthly Inspections, processing changes requested by Operations and/or Customers, and manage initial Inspection procedures by coordinating scheduling with customers and dispatch and tracking completion.
• Conduct Audit Review of Inspections to ensure compliance documentation is submitted monthly, and manage and audit Monitoring Contracts monthly for customer additions/removals to ensure compliance with monitoring agreements.
• Manage and prioritize the Open Call Backlog and Service Call Backlog, communicating necessary corrections and scheduling adjustments to Dispatch and Service Supervisors.

Data Management & System Administration:

• Ensure accurate and up-to-date system details, location notes, customer information, and related files/documents within Service Trade for internal and external access.
• Apply correct Call Type & Division Combinations for accurate service call classification, and run reports as needed, including Annual Tasking Report Snapshot, Billed Service Calls with Margins, Customer Tasking Summary Matrix, and Contract Performance Reports.

Alarm Monitoring Program Administration & Performance:

• Own the administration and lifecycle management of alarm monitoring contracts, including customer account setup, vendor/monitoring station coordination, contract maintenance, and data integrity.
• Manage end-to-end monitoring billing operations, including customer invoicing, vendor invoice reconciliation, payment validation, and discrepancy resolution to ensure accurate revenue recognition, while tracking contract profitability, recurring revenue, collections, vendor costs, and KPIs to escalate risks and opportunities.
• Lead continuous improvement and compliance efforts for monitoring operations, including process gaps, system utilization, SOPs, account audits, contract validation, and portfolio reconciliations, partnering with Operations, Sales, Finance, and vendors to improve efficiency and customer experience

Performs other related duties as assigned.

Required Skills and Abilities:

• Strong ability to analyze complex financial data, identify trends, discrepancies, and areas for improvement.
• Meticulous in verifying data, auditing reports, and ensuring accuracy in contract setup and financial calculations.
• Excellent ability to manage multiple tasks, prioritize effectively, and meet recurring deadlines (weekly, monthly, quarterly).
• Clear, concise, and effective written and verbal communication skills for interacting with customers, sales, operations, finance, and technical teams.
• Ability to investigate issues, troubleshoot problems, and propose effective solutions.
• Understanding of contract terms, service agreements, and associated operational procedures.
• Advanced proficiency in Microsoft Excel (data manipulation, formulas, filtering, sorting, conditional formatting).
• Experience with ERP or contract management software.
• Familiarity with CRM systems and Outlook.
• Perform other duties as assigned

Preferred Qualifications – Education and Experience:

• High school diploma or equivalent.
• Proven experience in contract management, financial analysis, or a similar administrative role, preferably within a service-oriented industry.
• Prolonged periods of sitting at a desk and working on a computer.
• On rare occasions, there may be a need to move or lift light articles.
• This role will require you to report to the office and there will not be the opportunity to work remotely.

We are an Equal Opportunity Employer and Affirmative Action Employer. We are committed to creating a diverse and inclusive workplace where all individuals are treated with dignity and respect. We do not discriminate in hiring or promoting based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by federal, state, or local law. We value diversity and encourage applications from individuals of all backgrounds.

We are a company committed to creating an accessible and inclusive hiring process. If reasonable accommodation is required to participate in the application, interview, or any other aspect of the hiring process, please contact Michelle Harl at [e-mail]. An accommodation that meets needs and allows full participation in the process will be provided.