Job Description

Essential Duties and Responsibilities

Contract 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 Authority

This 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