Senior Administrative Assistant & Contract Administrator

Senior Administrative Assistant & Contract Administrator

Elk Grove Village, IL

Job Title: Senior Administrative Assistant & Contract Administrator

Date Written: March 2, 2022

Division: Administration

Location: Elk Grove Village, IL Office

Supervisor: Deputy General Manager, Administration

FT/PT: Full-Time

FLSA: Non-Exempt

Responsibilities:

Shibaura Machine Company, America (“SMA”) has been an Illinois corporation since 1975, and is a wholly owned subsidiary of Shibaura Machine Co., Ltd., a premier manufacturer of a variety of high-quality industrial machinery.  The Senior Administrative Assistant & Contract Administrator is responsible for providing a wide range of administrative and business contract support for company management.

Essential Administrative Duties:

• Support immediate manager and executive management with daily administrative support tasks including; scheduling appointments, calendar maintenance, greeting visitors, coordination of meetings, etc.;
• Write and edit all manner of communications and documents including; letters, reports, instructional documents, memos, emails, invoices, and other correspondence, on behalf of Administration and executive management;
• Create and maintain filing systems, both electronic and physical;
• Assist immediate manager in support activities related to the new Digital Services Division including, but not limited to; customer account set-up, customer subscription and contract maintenance; subscription invoicing, etc.

Essential Contract Administration Duties:

• Review business contracts for financial agreements such as; company purchases, rental agreements, new hire contracts, business proposals, terms and conditions, etc.;
• Help negotiate contract terms and conditions with each party, analyze potential risks involved with certain contract agreements, and help employees and leadership better understand the information outlined in the contracts;
• Actively work with management to train affected personnel and establish written statements and procedures to ensure understanding, compliance, and execution of contracts;
• Support negotiation of claims, oversee contract changes, and help resolve disputes or conflict resolution with contractors;
• Take sufficient steps to minimize risks associated with new and active contracts;
• Collaborate closely with legal counsel as required;
• Assist with the development and writing of internal policy statements as required;
• Prepare monthly report to direct manager and legal department of all new contracts, contract risks, and pending claims, and make presentations as required.

Any other tasks consistent with employee’s skills and experience.

Minimum Requirements:

• Strong, clear, and effective writing skills;
• At least five (5) years of general administrative experience;
• At least three (3) years of contract administration experience;
• Experience collaborating with legal counsel on contract matters;
• Bachelor’s degree (or equivalent);
• Excellent customer service and communication skills (both oral and written), and proven ability developing and maintaining effective internal and external working relationships;
• Fully competent with Microsoft Excel, Word, and Office.

Working Conditions:

• General office environment.