Contracts Specialist

Nanosonics; Indianapolis (IN); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive pay

Medical, dental, and vision benefits

Immediately vested 401K with company match

Paid Vacation, Holidays and Sick Time

Volunteer Paid Time Off

Employer-paid disability and life insurance

Robust Employee Assistance Program

Tuition Reimbursement

Opportunities for skill development

Job summary

Nanosonics is seeking a detail-oriented individual for contract management and invoicing tasks in Indianapolis, IN. The position involves creating service contracts, coordinating customer account setups, and ensuring accurate and timely billing. Candidates should possess organizational skills and experience with ERP systems. Nanosonics offers competitive pay, comprehensive benefits, and an inclusive workplace culture. Join us in making a difference while enjoying work-life balance and opportunities for professional growth.

Qualifications

• Experience working with ERP or accounting systems.
• Technical expertise in office administration is helpful.

Responsibilities

• Create and manage service and rental contracts.
• Coordinate account set-up with Customer Service.
• Invoice customers for service agreements.
• Ensure timely billing and review Purchase Orders.
• Field customer inquiries regarding contracts.

Skills

Organizational skills

Time management

Advanced Excel knowledge

VLOOKUP formulas in Excel

Office administration

Tools

ERP systems

Microsoft Word

Microsoft Outlook

Job description

We improve the safety of patients, clinics, their staff and the environment by transforming the way infection prevention practices are understood and conducted and introducing innovative technologies that deliver improved standards of care. Nanosonics is a company that specializes in the development of innovative solutions for the automated reprocessing of reusable medical devices.

Today, Nanosonics has a global presence with offices across Australia, Canada, the United States of America, Europe, the United Kingdom and Japan. Global HQ is located in Macquarie Park, Sydney, where all Research & Development, Manufacturing and Corporate functions reside. The US Corporate HQ is located in Indianapolis, IN.

This position will be on-site at the Indianapolis, IN office.

Key Responsibilities

• Create new service and rental contracts according to customer orders with accurate & precise input into the ERP system
• Coordinate new customer account set-up with the Customer Service team
• Update ERP system modules to reflect the location of serialized medical devices
• Invoice customers for service agreements
• Ensure accurate and timely invoicing of contracts and service agreements
• Review customer Purchase Orders to verify proper pricing/service is adequately defined & identified against agreements & respective service items; solicit & obtain updated revisions from customers as needed
• Communicate with customers and internal teams to resolve billing issues
• Create and maintain billing records and reports as necessary
• Collaborate with cross-functional teams to streamline billing processes
• Review and ensure contracts are tax compliant (obtain and submit tax certificates as needed)
• Submission of contract invoices into government portals (WAWF and IPP)
• Track and update the installed base by reviewing service contracts orders and updating serialized medical devices locations appropriately
• Field Customer inquiries regarding contracts, and service orders
• Other administrative tasks as required

Technical Functions

• Manage service and rental contract entry and invoicing for North American customers
• Includes set-up Service Contracts
• Prepare invoices & distribute
• Properly vet customer orders for service parts & service agreements
• Maintain tracking for serialized medical devices in North American installed base
• Assist with order entry as needed
• Update and Maintain Service Price Lists in ERP System
• Assist in administration and invoicing of Biomed Service Training Coordination

Required Experience

• Organizational and time management skills
• Advanced knowledge of Excel, Word, and Outlook
• Knowledge of vlookup formulas in Excel
• Experience working with an ERP or accounting system
• Office administration and technical expertise are helpful.

What We Offer

• Competitive pay
• Medical, dental, and vision benefits with employer HSA contributions and FSA options
• Immediately vested 401K (US) with company match
• Paid Vacation, Holidays and Sick Time
• Make a difference in your community with 8 hours of Volunteer Paid Time Off each year, giving you the ability to support a cause or organization of your choice.
• Employer-paid short-term disability, long-term disability, and life insurance
• Robust Employee Assistance Program
• Tuition Reimbursement for eligible programs
• Opportunities to expand your skill set and share your knowledge across a ASX publicly traded, global organization

Nanosonics is committed to fostering a diverse, inclusive, and equitable workplace where everyone feels valued and respected. We welcome applicants of all backgrounds and strive to ensure equal opportunities in recruitment, development, and advancement. We uphold the principle of equal pay for equal work and actively work to eliminate any unexplainable pay gaps. If you’re passionate about contributing to an environment where diversity thrives, we encourage you to apply.