Contract Administrator - Systems

About the role

Pengate Handling Systems is a full-service provider of material handling equipment and solutions, helping businesses move, store, and manage products more efficiently. We design, build, and install conveyors, automation systems, and custom storage solutions tailored to each client’s operational needs. Our Systems Division delivers customized solutions including racking systems, conveyors, shuttles, autonomous vehicles, and automated storage and retrieval systems (ASRS).

This role is critical to the successful administration and execution of complex customer projects involving advanced material handling and automation solutions for warehousing and manufacturing operations.

Responsibilities

• Support the administration and coordination of contractual agreements within the Systems Division.
• Monitor project activity, contract costs, billing milestones, and work-in-progress reporting to support operational and financial visibility.
• Ensure project billing and invoicing align with contractual terms and customer requirements.
• Analyze contracts and project activity to identify cost variances, discrepancies, or risks related to project budgets.
• Work closely with accounting to support monthly revenue accruals and financial reporting activities.
• Process supplier invoices and customer billing accurately and in a timely manner.
• Assist with sales proposal generation, order processing, and project coordination within CRM and workflow systems.
• Coordinate communication between customers, vendors, internal departments, and project teams to support successful project execution.
• Maintain accurate project files, sales folders, contracts, invoicing documentation, and workflow records.
• Monitor workflow activity and identify opportunities to improve operational efficiency, reporting accuracy, and process consistency.
• Provide customers with timely updates regarding project status, delays, or scheduling concerns when needed.
• Support after-sales activities and assist in resolving customer questions or issues professionally and efficiently.
• Help coordinate schedules, documentation, and administrative support for the sales and systems teams.
• Assist with onboarding support for new sales team members when applicable.
• Generate reports and maintain organized electronic records of financial and operational data.
• Support leadership with additional administrative, operational, and reporting responsibilities as assigned.

Requirements

• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong problem-solving skills with a proactive and process-improvement mindset.
• High level of professionalism and customer service orientation.
• Ability to work collaboratively across departments while also operating independently.
• Strong analytical skills with the ability to review financial and contractual information.
• Comfortable navigating ERP, CRM, workflow, and business software systems.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, Word, and PowerPoint.
• Understanding of contract administration, project billing, and accounting principles preferred.
• Experience working within workflow tools and identifying process improvement opportunities.
• Ability to maintain confidentiality and handle sensitive business information appropriately.

Qualifications

• Bachelor’s degree in Business Administration or related field preferred, or equivalent relevant experience.
• Minimum of 5 years of experience in a B2B sales support, contract administration, project coordination, or operational support environment.
• Previous experience with order processing, invoicing, contract management, or accounting support strongly preferred.
• Experience supporting project-based business operations or industrial/manufacturing environments is a plus.
• Familiarity with contractual terms, project billing structures, and financial reporting processes preferred.

Benefits

• Competitive salary
• Medical, dental, and vision insurance
• Company-paid life insurance
• 401(k) with company match
• Paid time off and paid holidays
• Opportunities for professional growth and career advancement
• Training and development programs
• Collaborative and team-oriented work environment