Executive Administrator (Remote)

Essential Functions and Primary Duties

• Contract Review and Processing: Conduct thorough reviews of contracts to ensure completeness, accuracy, and alignment with company policies and standards. Collaborate with sales teams, legal departments, and clients to address discrepancies and facilitate the timely finalization of agreements.
• Contract Renewal Schedules: Oversee, manage, and regularly update relevant systems to track and ensure timely communication of contract renewals and subscriptions, including but not limited to SLL certificates, Sage software, hardware licenses, and third-party ISVs. This responsibility constitutes approximately 30% of the role's focus, emphasizing strategic planning and coordination.
• Sales Order Processing and Generation (Up to 50%): Oversee and execute the end-to-end process of sales order generation with a focus on accuracy and timeliness. Collaborate with internal teams to align order fulfillment with client requirements. Responsibilities include entering and maintaining orders in the CRM system, ensuring documentation integrity, and addressing escalations to resolve discrepancies proactively.
• Contract Audits: Conduct regular audits of contracts and sales orders to ensure compliance with company policies and industry standards. Review documents for accuracy and completeness, ensuring that all required signatures, terms, and approvals are in place.
• Change Orders: Manage and process change orders, ensuring that updates to contracts or sales orders are communicated clearly to all relevant departments, including finance and operations. Ensure that any changes are reflected in the system and that clients are notified in a timely manner.
• Documentation and Filing: Maintain accurate records of sales contracts, orders, and other related documentation. Ensure that all documentation is filed correctly for easy retrieval and compliance with audit requirements.
• Sales Support: Assist sales teams with administrative tasks, including preparing sales proposals, generating reports, and responding to inquiries from clients and internal teams.
• Customer Communication: Serve as a point of contact for clients regarding the status of contracts and orders. Address client questions, provide updates, and help resolve any issues related to orders or agreements. Additionally, with the support of the Customer Success team, communicate with clients regarding late payments and collections.
• System Updates and Reporting: Ensure that all sales orders and contracts are properly updated in the CRM and ERP systems. Assist in generating regular reports on sales metrics, contract status, and order fulfillment for management review.
• Cross-Functional Collaboration: Work closely with the finance, legal, and operations teams to ensure smooth processing and fulfillment of sales orders, contracts, and change orders. Ensure that all departments are aligned on the status of orders and contracts.

Preferred Qualifications

• Minimum of 2 years of experience in a sales administration or similar administrative role, preferably in a B2B environment.
• Experience with contract management, sales order processing, and auditing is highly desirable.
• Strong attention to detail and ability to review contracts and documents for accuracy.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and CRM software (Salesforce, HubSpot, etc.).
• Strong communication skills, both written and verbal, with the ability to collaborate effectively with internal teams and external clients.
• Ability to manage multiple tasks simultaneously and prioritize work to meet deadlines.
• Familiarity with sales order systems and contract management tools is a plus.
• Strong problem-solving skills and the ability to resolve issues in a timely manner.
• Ability to work independently and as part of a team.
• Highly organized with a proactive approach to tasks and responsibilities.
• A customer-centric mindset with a commitment to providing excellent service.

Minimum Qualifications

• 3 years of experience as a subject matter expert
• Must maintain current required licenses and certifications relevant to field of expertise
• Demonstrated ability to communicate verbally and in writing throughout all levels of organization, both internally and externally
• Effective customer service skills
• Proficient use of applicable technology
• Ability to work in team environment as well as independently
• Ability to analyze and prioritize multiple responsibilities

The annual salary target for this job in this market is $70,000-$74,000. The specific compensation for this role will be determined based on the education, experience, and skill set of the individual selected for this position. Outside of base compensation there are opportunities for - Commissions and/or Annual Bonuses (variable depending on firm and associate performance).

The compensation above is not representative of an employee's total compensation. Beyond income, you have access to:comprehensive medical and dental insurance, retirement savings, life and disability insurance, health care and dependent care reimbursement accounts, certification incentives, education assistance, referral program and much more.

The application window is anticipated to close on or before March 31st, 2025.

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