The Contract Administrative Assistant shall directly assist the Sales Department and the President with the creation, maintenance and renewal of all contracts between Baker Commercial Landscaping, Inc., Baker Fertilization & Pest Control, LLC and Baker Commercial Landscaping of Tampa, LLC and its’ customers.
The Contract Administrative Assistant is a position that requires a working knowledge of Microsoft WORD, OUTLOOK and EXCEL (Office Suite 2016 or above), PDF Editor, and must have the skills to learn BossLM Software. The position requires strong organizational skills, dependability, and a keen sense of attention to details.
Duties and Responsibilities:
- Assist in the creation of new contracts, working closely with the sales team to insure accurate and complete contracts prior to submission for Approval by President or CEO.
- Review of Contract and Internal Budget for accuracy against contract and all addendums prior to final signatures by President or CEO.
- Creation of reports on the Valuation of Contracts to provide to President and CEO as requested using documented procedures for BossLM.
- Handles all Contract Renewals, Change Orders and Forecasting based on procedures in BossLM.
- Handles monthly billing.
- Update Client Record in BossLM (maintains all customers accurately) (Obtain updated contracts when a change in property management company).
- Send any required support documentation to Property Manager as per contract specifications including Baker’s Certificate of Insurance and any subcontractor documents where Baker is the subcontractor. (COI, W9, ACH)
- Maintain Hurricane Addendums for accuracy and uploads and denotes in BossLM, maintain spreadsheet of Addendums signed.
- Filing completed paperwork in appropriate client folders.
- Terminates contracts in BossLM, assists in pulling terminated clients and transferring information into proper filing cabinet.
- Create and follow up on tasks and issues for contracts in BossLM.
- Scan or export and link all documents required to maintain a paperless file in the database related to contracts (documents stored in BossLM).
- Communications answering telephones and responding to emails.
- Respond to requests and resolve complaints of Property Managers or Owners in a timely manner. Escalate/De-escalate issues as they arise and ensure to involve parties necessary.
- Maintain a revenue sheet monthly of all clients along with billing amounts to include all terms and changes in contract.
- Maintain a file of all Add/Terms/Changes to any properties to be provide to CEO monthly.
- Additional duties as deemed necessary.
Status: Non-Exempt
Reports To: Vice President of Administrative Management
Hours: 8:00am to 4:30pm (one half hour lunch)
Health insurance and voluntary benefits offered, 401K, PTO (Paid Time Off) Days, Paid Holidays and bonus holiday week off with good attendance
BAKER COMMERCIAL LANDSCAPING, INC. IS A DRUG-FREE WORKPLACE AND AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AS DEFINED BY THE EEOC (EQUAL EMPLOYMENT OPPORTUNITY COMMISSION)
https://bakerlandscaping.applicantpool.com/jobs/394122-35103.html
