Contracts Administrator

Job Title: Customer Service Contracts Administrator

** If you are interested in this opportunity, please feel free to apply and email me your resume at rsession @ astoncarter.com so we can schedule a time to connect asap! **

Job Description

The Customer Service Contracts Administrator reviews and interprets customer contracts, purchase orders, terms and conditions, and related project documentation to identify key commercial, compliance, billing, delivery, and order-entry requirements for power distribution projects. This role accurately enters and maintains customer orders in SAP, coordinates customer and vendor setup and portal registrations, maintains organized contract documentation, and collaborates with internal teams to ensure all contract requirements are clearly communicated and completed accurately and on time.

Responsibilities

• Review customer contracts, purchase orders, terms and conditions, and related project documentation to determine commercial, compliance, billing, delivery, and order-entry requirements for power distribution projects.

• Identify and document special contractual requirements and obligations, including payment terms, prevailing wage requirements, certificates of insurance, preliminary notices, conditional and unconditional lien waivers, consignment sales arrangements, liquidated damages or penalty provisions, government or public-works requirements, and other project-specific conditions.

• Recognize missing, conflicting, unusual, or higher-risk contract terms and requirements and escalate them to the appropriate internal resource for review, clarification, or approval before processing orders.

• Create and enter customer sales orders and project information accurately in SAP by translating contract and purchase-order requirements into appropriate customer, pricing, billing, shipping, delivery, and project data.

• Verify contract and order information before releasing orders and update SAP records when approved contract changes, amendments, or corrected information affect existing orders.

• Create and maintain required customer and vendor setup information in SAP, including company details, forms, supporting documentation, and related records to support accurate customer setup and order processing.

• Register and maintain the organizations profiles within applicable customer and vendor portals, including completing registrations, maintaining company information, submitting required documentation, and monitoring portal requirements.

• Maintain complete, organized, and up-to-date contract and order documentation, including contracts, purchase orders, amendments, terms and conditions, insurance documentation, notices, waivers, approvals, portal records, and other supporting project materials.

• Communicate and coordinate contract and order requirements with internal teams to ensure commercial, compliance, billing, documentation, and delivery obligations are understood, necessary information is obtained, discrepancies are resolved, and orders are set up accurately.

• Track outstanding contract requirements and follow through to completion, including required documentation, registrations, notices, waivers, insurance requirements, approvals, and other applicable obligations.

• Support the customer service and support team by reviewing contracts, flagging non-standard or higher-risk terms for internal review, processing purchase orders, and reviewing RFQs.

• Ensure high standards of data accuracy, timeliness, and customer service in all contract administration and order processing activities.

Essential Skills

• 2+ years of experience in contract administration, order administration, project coordination, or a closely related role within a manufacturing, construction, or industrial environment.

• Experience reviewing contracts, purchase orders, terms and conditions, and related documentation in a commercial or industrial setting.

• 1+ year of experience using an ERP system for customer or vendor setup, sales order entry, order maintenance, or related transactions; experience with SAP is strongly preferred.

• Order processing experience, including accurate entry, verification, and maintenance of sales orders and project information.

• Experience working in manufacturing or construction environments, with familiarity in power distribution or similar industrial products preferred.

• Ability to identify unusual, conflicting, or higher-risk contract terms and escalate them appropriately rather than making legal changes independently.

• Strong attention to detail and accuracy in data entry, documentation management, and order processing.

• Effective written and verbal communication skills to coordinate requirements and resolve discrepancies with internal stakeholders.

• Customer service mindset with the ability to support internal and external stakeholders professionally and efficiently.

• Organizational skills to manage multiple contracts, orders, and documentation simultaneously while meeting deadlines.

Additional Skills & Qualifications

• Associate or bachelors degree in Business Administration, Contract Management, Construction Management, Accounting, or a related field is highly preferred.

• 1+ year of experience with prevailing wage requirements, certificates of insurance, preliminary notices, lien waivers, public-works requirements, or similar contract-compliance documentation is preferred.

• Experience in a construction administration role is beneficial, particularly where prevailing wage and public-works requirements are common.

• Familiarity with power distribution, switchgear, or electrical distribution equipment environments is a plus.

• Comfort working with customer and vendor portals, including registrations, profile maintenance, and document submissions.

• Ability to work effectively in a fast-growing organization undergoing restructuring and process improvements.

• Adaptability to evolving procedures and willingness to learn new systems and tools as the organization expands.

Work Environment

This role is 100% onsite, working standard daytime hours from 7:45 a.m. to 4:15 p.m. The organization is a custom power distribution and switchgear manufacturer and supplier that designs, builds, modifies, and services electrical distribution equipment used in commercial, industrial, utility, healthcare, data center, EV infrastructure, and AI-related projects. Core products include switchgear, panelboards, bus modifications, breaker retrofits, and custom-engineered electrical distribution systems. The position is part of the customer support team within a rapidly growing company that has recently expanded headcount significantly and is adding new facilities. The environment is collaborative and fast-paced, with a strong focus on accuracy, customer service, and continuous improvement, offering substantial opportunities for advancement as the business grows.

Job Type & Location

This is a Contract to Hire position based out of Corona, CA.

Pay and Benefits

The pay range for this position is $28.00 - $30.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract to Hire position based out of Corona, CA.

Application Deadline

This position is anticipated to close on Oct 23, 2026.

Workplace Type

This is a fully onsite position in Corona,CA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.