Contracts Assistant

Irvine, CA 92618 | Direct Hire

Job ID: [SA] Contracts Assistant Industry: Environmental

We are seeking a detailed, organized Contracts Assistant for a direct hire opportunity with an environmental leader The Contracts Assistant will be responsible to support the Contracts Manager by processing sales agreements, purchase order changes, and related duties as required by the Contracts department. The Contracts Assistant will support the contracts department by receiving new purchase agreements, creating work files for each new order, negotiating mutually acceptable terms of sale, and completes approval/signature of contracts. The Contracts department also receives miscellaneous projects and requests of a legal or contractual nature which the Contracts Assistant will assist with.

The Contracts Assistant job duties:

  • Retrieve sales contract documents from ERP system and create new folders for each new order
  • Create side letters from existing templates and from information input provided by Contracts Manager.
  • Send emails with side letters for customer acceptance and approval. Follow up with customer until signed side letter is received.
  • Complete contract “close out” steps, including: receipt of signed agreement, scan to electronic files, send original contract to permanent file, and keep backup work in department files.
  • Enter data collected by Contracts department in Excel database and used for internal reporting and management. Ensure the monthly Excel reports are accurate and timely.
  • Stay in regular contact with personnel in Sales and Operations departments exchanging information need by each to process orders efficiently.
  • Contact customers and distributors by telephone and email as required ensuring contracts are completed and closed out on a timely basis.
  • Perform other duties and special projects as assigned

Contract Assistant must haves to be considered:

  • 3 to 5 years + experience in an administrative position, preferably processing medium to high volume, time critical work
  • Strong MS Office skills, particularly MS Word and Excel
  • Experience with ERP systems is highly desirable
  • Strong communication skills and ability to project professionalism are essential
  • Ability to independently finish work given general directions
  • Strong attention to detail with a high level of accuracy
  • Excellent reading and writing skills
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