Essential Duties and ResponsibilitiesContract Administration & Deal Funding- Manage warranty and finance contract closings from initiation through funding.
- Review and reconcile initial sales agreements against final finance documentation to ensure accuracy and compliance.
- Prepare, modify, and finalize sales agreements to align with lender and financing requirements.
- Resolve closing-related discrepancies by making necessary revisions to contracts and completing customer closings.
- Coordinate and obtain lender-required documentation and supporting information necessary to secure deal funding.
- Exercise discretion in resolving funding issues and facilitating successful transaction completion.
Project Coordination & Vendor Management- Coordinate projects from bid solicitation through final completion.
- Develop, monitor, and manage project costs, budgets, and timelines.
- Evaluate contractor bids and independently select vendors based on project requirements, quality standards, and cost considerations.
- Monitor vendor performance and replace vendors when work quality, responsiveness, or progress does not meet expectations.
- Adjust project schedules and vendor assignments based on changing business priorities and customer needs.
- Hold vendors accountable to approved estimates and contract requirements, addressing discrepancies as necessary.
- Research, evaluate, and recommend new vendors while identifying and eliminating underperforming vendors.
Customer Service & Resolution Management- Coordinate customer service scheduling and service-related activities.
- Independently authorize, arrange, and manage service work through manufacturers, contractors, or third-party vendors to ensure customer satisfaction and contract fulfillment.
- Modify service schedules and scopes of work as necessary to meet customer and operational requirements.
- Serve as the primary point of contact for dissatisfied customers and negotiate appropriate resolutions.
- Escalate significant financial, legal, or sensitive customer concerns to senior management when necessary.
- Provide recommendations to management regarding customer communications, dispute resolution strategies, and responses to regulatory or government inquiries.
Financial Administration- Process and manage accounts payable functions.
- Review project costing and financial information to ensure accuracy.
- Calculate and verify commission payments based on approved costing and transaction data.
- Enter and maintain critical information used in commission processing and payment calculations.
Database & Operational Management- Maintain and update company databases, deal tracking systems, and status reporting tools.
- Exercise independent judgment when updating transaction records, deal status reports, and project information.
- Utilize company systems to identify, correct, and update missing or incomplete information within transaction records.
- Ensure data integrity, accuracy, and timely reporting across operational systems.
Reporting & Process Improvement- Evaluate internal and external customer experiences and operational performance.
- Prepare reports and recommendations for management related to process improvements, service enhancements, and operational efficiencies.
- Identify trends, recurring issues, and opportunities to improve customer satisfaction and business performance.
- Support continuous improvement initiatives through data-driven recommendations and operational analysis.
Decision-Making AuthorityThis position routinely exercises independent judgment and discretion in:
- Modifying sales agreements during customer closings.
- Selecting, evaluating, and replacing project vendors and contractors.
- Adjusting project schedules, service schedules, and scopes of work.
- Authorizing service activities required for customer satisfaction and contract completion.
- Updating deal status, transaction records, and operational databases.
- Recommending process improvements, customer resolutions, and vendor management actions.
Qualifications- Bachelor's degree in Business Administration, Finance, Operations Management, or a related field preferred; equivalent experience may be considered.
- Experience in contract administration, project coordination, customer service management, finance operations, or a related business function.
- Strong understanding of financing documentation, contract review processes, and project management principles.
- Demonstrated ability to manage multiple priorities, vendors, projects, and customer relationships simultaneously.
- Strong analytical, organizational, negotiation, and problem-solving skills.
- Proficiency with business software applications, reporting systems, databases, and Microsoft Office products.
- Excellent written and verbal communication skills.
- Ability to exercise sound judgment and work independently with minimal supervision.
Core Competencies- Contract & Finance Administration
- Project & Vendor Management
- Customer Relationship Management
- Conflict Resolution & Negotiation
- Financial Analysis & Commission Administration
- Database & Records Management
- Process Improvement
- Decision Making & Problem Solving
- Operational Excellence
- Communication & Collaboration
