In support of the Large Group Commercial sales team, processes commercial and government contracts in accordance with established procedures. Tracks all documents from the beginning of proposal process to final document filing. Maintains database and other records such that the processing status of every proposal and contract may be reported at any time. Tasks and Responsibilities - Processes requests for proposals and contract documents, received directly and/or through the Contracts shared mai... more details
Job Description
Position Summary
In support of the Large Group Commercial sales team, processes commercial and government contracts in accordance with established procedures. Tracks all documents from the beginning of proposal process to final document filing. Maintains database and other records such that the processing status of every proposal and contract may be reported at any time.
Tasks and Responsibilities
• Processes requests for proposals and contract documents, received directly and/or through the Contracts shared mailbox, per established procedures.
• Generates, audits and maintains monthly contract renewal reports and schedules for multiple commodities across multiple utilities and jurisdictions. Responsible for identifying contracts ending within a specific time frame; calculating drop and re-enrollment deadlines where applicable; sending reminder notices and processing all renewal contracts to Ops within established guidelines. Audits accounts post renewal to ensure that all accounts have been renewed or returned to the utility accordingly. Works with the Operations and Enrollment teams to resolve any issues.
• Prepares and distributes standard confirmation letters and applicable fee addendums to all appropriate parties for all executed contracts.
• Works with the sales team, Channel Partners and/or customers to reconcile incoming contract discrepancies.
• Identifies contract deficiencies (e.g., missing signed base contracts; missing tax exemption certificates, etc.), places booked contracts on resolution and assists the sales team in correcting resolution items.
• Collaborates with internal and external organizations regarding the design, testing and implementation of system updates and process optimization. Prepares any necessary training materials as related to Contract Administration and serves as subject matter expert as each new item/process is implemented.
• Serves as liaison between the sales team and various functional teams: Operations, Billing/Enrollment, Credit/Collections and Sales Support staff regarding contract status.
• Maintains both paper and electronic contract filing system and ensures applicable tax-exempt certificates are retained in customer contract data base files. Pulls files, preps them and sends them to offsite storage, as necessary.
• Performs document searches as needed for both internal and external customers and provides contract copies and other supporting documentation as appropriate.
• Performs contract audits in accordance with established procedures and reports discrepancies to supervisory staff.
• Audits monthly broker and sales rep commission statements for accurate contract/account statuses while resolving deficiencies and identifying inaccurate account assignments and contract identifiers.
• Research and respond to Management inquiries regarding commission payments as they relate to contract status.
• Prepares ad hoc reports for the sales team, Management and/or Channel Partners as requested. Typically includes, but is not limited to, contract type and status reports, account start/end date confirmations and future renewal reports.
• Manually tracks and updates Contracts to Ops – Scan in Tracking Sheet.
• Manually track and update Channel Partner contact information to ensure the appropriate parties are receiving addendums and contracts as agreed.
• Assists other departments in creating contract documents for testing and/or training purposes.
• Serves as a WGL Energy Contracts Subject Matter Expert for contracting, training new sales team members on correct contracting processes and procedures.
Qualifications, Skills and Abilities
• High School Diploma/GED required
• Bachelor's Degree in business or related discipline preferred
• 0-2 Years experience in contract administration or two years of purchasing
• 0-2 Years experience using Oracle or other data management system/database to extract data and produce reports
• Demonstrated ability to effectively listen and to communicate ideas and information, both orally and in writing
• Demonstrated strong detail orientation and the ability to pay attention to details
• Demonstrated ability to establish rapport and effective working relationships with business partners, supervisors and peers
• Proven ability to use computer software and applications, including Microsoft Office, to share, retrieve, research and present business information
• Demonstrated strong administrative and organizational skills
For Canadian hires: AltaGas hires personnel on the basis of job-related qualifications. All qualified applicants will receive consideration without regard to a person's ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity or expression, age, record of offences, marital status, family status or disability or any other characteristic protected by applicable law.
For U.S. hires: U.S. affiliates of AltaGas are committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, ethnicity, religion, gender, age, national origin, marital status, sexual orientation, gender identity, family responsibilities, matriculation, physical or mental disabilities, political affiliation, genetic information, status as a protected veteran or any other characteristic protected by federal, state, or local law.
