Contracts Administrator

Wyoming Machinery Company; Casper (WY); On-site; USD 60,000 - 90,000; Full time

Job summary

Wyoming Machinery Company seeks an organized Contract Operations Specialist to oversee contract inventory, review invoices, and ensure accurate cost allocation across contract accounts. You will analyze data, prepare regular reports, and support audits at contract sites.

Responsibilities include maintaining data integrity within AMT/DBS platforms and coordinating with service, parts, and sales teams to optimize cost reconciliation and revenue split.

Qualifications

• Minimum of High School diploma or equivalent.
• Knowledge of bookkeeping and accounting practices.
• Advanced business math proficiency.
• Thorough knowledge of Wyoming Machinery Company’s service accounting processes.

Responsibilities

• Oversee contract inventory including use fees, account balancing, component availability and locations.
• Prepare and lead site contract component audits annually or as needed.
• Ensure work order closings are accurate to reflect contract costs.
• Maintain conformity with standard job execution and contract language templates.
• Prepare for and participate in quarterly, annual, and end-of-term audits.
• Work daily within DBS platform, AMT, and Smartsheet and monitor data integrity.

Skills

Data analysis

Attention to detail

Communication

Teamwork

Education

High School diploma or equivalent

Post-high school technical degree or college degree (preferred)

Tools

Excel

Access

Caterpillar software

Smartsheet

DBS

Cognos

Job description

• Oversee contract inventory including use fees, account balancing, component availability, component location and additions, as well as costs associated with contract component inventory.
• Addition or disposal of components based on the needs of the contract commitments in place.
• Prepare and Lead Full Site Contract Component Audits annually, and as needed.
• Assure work order closing is accurate at contract sites to guarantee costs to the contract are correct.
• Ensure all available warranty and goodwill is gathered where applicable.
• Maintenance and modification of Contract Language Templates.
• Metrics tracking and compilation to measure compliance and performance as set by the guidelines in contract language.
• Ensure conformity with regards to standard jobs execution and usage at contract sites.
• Help correct allocation of costs applied to the contract accounts. This will be accomplished by performing the review of contract customer invoices, follow up on the work order history, investigation and identification of available goodwill and warranty, and providing detailed trending analysis for MARC contracts.
• Report and maintain accurate SMCS codes on contract work orders.
• Prepare weekly, monthly, and annual reports, including Hotsheets, Engine Costs, Component Costs, Contract Component Lists, Average Days to Close, Contract Reconciliation Costs, Roll Forward Component Reports and other reports, as needed.
• Assist with reports to review contract costs; ensuring the appropriate split between revenue customers, contract customers, warranty, goodwill, and rework.
• Assist with data integrity within the AMT program by reviewing data and making updates, and monitoring loads, as needed.
• Prepare for and participate in, quarterly, annual, and end of term auditing.
• Prepare for and participate in, availability and cost reconciliation meetings with Contract customers.
• Work within DBS platform, AMT, and Smartsheet’s on a daily basis.
• Very detail oriented, as accuracy will be a key part of the daily job.
• Maintain a positive, progressive attitude at all times to ensure an enhanced Service department reputation and to continue to improve upon the overall perception of Wyoming Machinery Company.

ADDITIONAL FUNCTIONS

• Work closely with the Contract Business Group, Contract Operations group and the Service Operations Coordinator.
• Develop strong working relationships with Customer sites, the Component Rebuild Center, Parts, and Service Departments.
• Assist in any additional special projects required by the Business Solutions group.
• Some travel required, with occasional overnight stay.
• Some overtime may be required depending on workload and project requirements.

QUALIFICATIONS/KNOWLEDGE/SKILL/ABILITY

• Minimum of High School diploma or equivalent.
• Driver’s license in good standing.
• Able to establish, monitor and meet short- and long-term goals.
• Excel in a team environment.
• Communicate effectively through verbal, written and electronic means.
• Knowledge of bookkeeping and accounting practices.
• Advanced business math proficiency.
• Thorough knowledge of Wyoming Machinery Company’s service accounting processes.
• Well-organized, self-motivated, and able to work very effectively under pressure to be able to meet timelines.
• Data analysis, problem solving, and service department related work experience.
• Able to run Caterpillar software programs.
• Able to give presentations to internal dealer management and personnel.
• Familiarity with Access, Excel, Windows, DOS, Cognos, DBS, and other personal computer software programs.
• Able to operate basic office equipment such as; computer terminal, copy machines, ten key calculator and the telephone.

PREFERRED

• Post high school technical degree or college degree in related field.

PHYSICAL/ENVIRONMENTAL REQUIREMENTS

• Office environment requiring professional dress and appearance.
• Prolonged sitting, standing, walking and phone conversations throughout the day.
• Able to climb several flights of stairs.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.