Contract Administrator, RR Donnelley, New York City
Tasks:
The core responsibility of the role is to complete the full cycle of new and renewing contracts within the BIS managed spend categories for managed services which includes:
- Receipt of new orders
- Liaising with Sourcing on pricing and term
- Obtaining inventory and business approvals
- Setting entitlements
- Processing invoices for payment
- Ongoing contract maintenance and inventory management
- Managing daily interactions with vendors
- Ensuring accurate and timely capturing of contract inventory and costs within the inventory tool and with financial controllers/accounts payable
- Ensuring all VM processes are adhered to
- Ensuring users are made aware of Terms of Use
- BIS Product Request Form
- Email (Microsoft Outlook) directly to an individual or to a group inbox
- Contract renewals directly from Sourcing
Responsibilities:
Contract Management:
- Attend weekly calls with Sourcing to review renewals and ensure they are progressing within timelines
- Gather Business Unit requirements for contract renewals, liaising with end users, their management and budgetary approvers as required
- Agree with Business Units prior to contract execution on the preferred allocation methodology for costs and capture that information in the “Inventory Template and Contract Admin Form”
- Accurately capture all costs and inventory in the inventory tool in the first month of the start of the contract and prior to passing invoices to AP
- Ensure invoices with allocation details are sent within specified terms to AP
- Escalate any issues with missed deadlines prior to month end rollover
- Monitor payment status of invoices
- Liaise with vendors on daily account maintenance, addition and deletion of users (including terminated employee deletions), IT trouble shooting, user lists, etc.
- Update and maintain BIS Vendor folders with approvals, allocations methods, terms and conditions and contract overview forms
- Produce ad-hoc and recurring Business Unit reports as required
- Liaise with Global colleagues to ensure consistent approach to contract administration
- Attend weekly Global vendor management team calls
- Adhere to Vendor Management Policies and Procedures
Publication and Subscription Management:
- Manage the new and renewing subscriptions (typically journals and periodicals) including assessing requests for subscriptions vs contracts, placing orders with publishers or subscription agents, ensuring approvals are in place, managing invoice processing, creating allocations, maintaining entitlements, maintaining inventory, sending out renewal notices and claims.
- Assist with monitoring of the group email inbox as required
- Work alongside the subscription agent to ensure KPIs are adhered to
- Ensure publications & subscriptions service levels and policies are adhered to
- Make ad-hoc purchases for books and reports to meet client deadlines
- Monitor Global managed inventory to identify opportunities to drive savings in subscription expenses
- Ensure timely processing of orders to avoid rush charges or subscription lapses
- Proactively manage processes to optimize efficiencies
- Liaise with global colleagues on process standards and improvements
- Provide cover for absences
- Ensure accurate and timely capturing of data in the inventory tool
- Adhere to all Vendor Management policies and procedures
- Undergraduate degree in a related field
- At least 2-3 years of experience in similar role; Experience in working with financial services and related organizations including brokerage firms, third party research outfits, investment banks, private equity firms, corporate finance firms, etc.
- Excellent analytical capabilities
- Proficiency with MS Office Suite (advanced Excel skills a plus) and intermediate to advanced computing skills
To view full posting and apply: Contract Administrator Job Posting
