Service Contract Administrator

associated; Warrenville (IL); On-site; USD 34,000 - 48,000; Full time

Job summary

Associated Solutions is seeking a detail-oriented Service Administrator to enter, validate, and maintain service contract data across ERP systems and contract management platforms. You will review documentation for completeness and accuracy, resolve discrepancies, and ensure records are auditable and up to date.

In collaboration with Account Managers and regional teams, you will generate reports, track commissions, and support internal audits while managing high volumes in a fast-paced

Qualifications

• Minimum of 2+ years of data entry or contract administration experience.
• Proficient in Microsoft Excel and ERP/CRM platforms.
• Ability to maintain accurate records and manage multiple priorities.
• Strong written and verbal communication skills.

Responsibilities

• Enter, validate, and maintain service contract data in ERP systems and contract management platforms.
• Review contract documentation for completeness and accuracy before processing.
• Maintain electronic records, ensuring current customer, billing, and equipment data.
• Process renewals, amendments, cancellations, and pricing changes with audit trails.
• Generate routine and ad hoc reports to support administration and audits.
• Collaborate with Sales, Finance, and Operations to resolve data discrepancies.

Skills

Data entry

Attention to detail

Organizational skills

Communication skills

Data integrity

Tools

Excel

ERP systems

CRM platforms

Contract management systems

Job description

The Service Administrator is responsible for the accurate, timely, and organized entry, maintenance, validation, and reporting of service contract data within the company’s ERP system and contract management platforms. This position serves as a critical data stewardship role, ensuring the integrity, consistency, and completeness of contract-related information throughout the contract lifecycle.

The ideal candidate is highly detail-oriented, organized, and capable of managing large volumes of data with a high degree of accuracy. This individual will be responsible for reviewing documentation, identifying discrepancies, maintaining electronic records, and ensuring all contract information is entered and updated according to company standards. Success in this role requires strong organizational skills, exceptional data entry accuracy, and the ability to prioritize and manage multiple tasks in a fast-paced environment.

The Service Administrator works closely with Account Managers, Regional Service Managers, and the Corporate Service Administration Manager to ensure data accuracy, timely contract processing, commission tracking, reporting, and compliance with internal procedures

Hourly wage range starts at $25 per hour based on experience

Essential Functions:

• Accurately enter, validate, and maintain service contract information within company ERP systems, databases, and contract management platforms.
• Review contract documentation for completeness, accuracy, and compliance prior to data entry and processing.
• Maintain detailed electronic contract records, ensuring all customer, billing, equipment, and contract information remains current and accurate.
• Process contract renewals, amendments, cancellations, and pricing changes while maintaining complete documentation and audit trails.
• Create new Scheduled Maintenance and CFPM contracts within IRIUM and verify all associated customer and equipment information prior to activation.
• Enter and update all Scheduled Maintenance contract changes in IRIUM with a high level of attention to detail.
• Process contract opportunities through the company’s commission database, ensuring timely and accurate data entry and tracking.
• Review supporting documentation submitted by Fleet Support Specialists for commission processing and reporting.
• Audit contract records and identify discrepancies, missing information, or inconsistencies requiring correction.
• Generate routine and ad hoc reports to support contract administration, commission tracking, operational analysis, and management review.
• Maintain organized electronic filing systems for contract records and supporting documentation in accordance with company policies.
• Track and reconcile contract, commission, and customer data to support reporting requirements and internal audits.
• Enter and process vendor sublet invoices and create customer invoices while ensuring data accuracy and proper coding.
• Update and maintain customer equipment records, contract parameters, and account notes to support operational efficiency and customer service.
• Collaborate with Sales, Finance, and Operations teams to validate information, resolve discrepancies, and ensure data integrity across systems.
• Prepare contract documentation, reports, and supporting records for internal and external audit requests.
• Monitor assigned workloads and prioritize tasks to meet deadlines while maintaining a high level of accuracy.

Required Qualifications:

• Minimum of 2+ years of experience in data entry, contract administration, sales support, service administration, or related administrative functions.
• Demonstrated experience managing large volumes of data while maintaining exceptional accuracy and attention to detail.
• Strong organizational skills with the ability to maintain accurate records and manage multiple priorities simultaneously.
• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications, including experience working with spreadsheets and data management tools.
• Experience using ERP systems, CRM platforms, contract management systems, or other enterprise databases.
• Strong understanding of data validation, documentation standards, record maintenance, and internal controls.
• Ability to identify and correct discrepancies through data review, reconciliation, and auditing processes.
• Excellent written and verbal communication skills with the ability to collaborate across departments.
• Ability to work independently, manage deadlines, and maintain accuracy in a fast-paced environment.
• Strong analytical and problem-solving skills with a focus on data quality and process improvement.

Preferred Qualifications:

• Prior experience in Material Handling Industry.

To view our company benefits, please visit our careers page at:

www.associated-solutions.com/careers

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