Job Description

Purpose of the Position: The Contract and Billing Administrator plays a critical role in ensuring accurate, timely, and compliant processing of customer contracts and supporting invoicing for McLeod Software’s professional services. This position is responsible for reviewing and preparing contracts, validating time entry, auditing work orders, and coordinating financial and system setup to support billing accuracy and service delivery. The role ensures data integrity and compliance with contracts and service level agreements (SLAs) by maintaining accurate documentation, analyzing financial records, and resolving discrepancies. By partnering closely with Sales and internal teams, the Contract and Billing Administrator streamlines processes, enhances billing precision, and supports the efficient execution and financial integrity of customer engagements.

Essential Duties & Responsibilities:

• Receive and review new business and upgrade contracts from the Sales Department.
• Prepare new business and upgrade contracts for Executive review.
• Oversee the setup of new business, upgrade contracts, and NDAs.
• Manage engagement processing tasks relating to work order entry, fixed fees, prepaid dollars, and product licensing updates.
• Communicate contract discrepancies to the Sales department.
• Monitor down payment statuses.
• Prepare contracts for execution.
• Distribute prepared contracts for company-wide implementation.
• Utilize internal documentation and financial systems to set up new customers and document any pertinent information relating to the agreement.
• Enter specific contract/customer workorders, prepaid dollars, fixed fees, and licensing of products purchased.
• Conduct research on customer accounts to verify business status.
• Verify customer Standard Carrier Alpha Codes (SCAC).
• Ensure all time is logged appropriately on a weekly basis. (According to the contract)
• Ensure all “Billing Status” updates are final – Weekly and Month End.
• Ensure all “Customer Time Entry” statuses are final – Weekly and Month End.
• Ensure “EXPIRED Service” customer base remains in the “Billable” classification.
• Other job duties as deemed necessary to the position.

Competencies:

• Attention to detail and accuracy.
• Ability to interpret legal information and data.
• Ability to learn internal software and systems.
• Ability to multi-task.
• Strong communications skills.
• Ability to work and meet deadlines.
• Strong organization skills.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• Bachelor’s degree; or a minimum of 3 years of related experience and/or training; or equivalent combination of education and experience on a year-for-year substitution basis, required.
• Legal/litigation experience and/or transportation industry experience, preferred.
• Intermediate knowledge of Microsoft Office Suite.

Why McLeod?

At McLeod Software, we believe that our employees are our greatest competitive advantage. Each employee contributes directly to McLeod Software’s growth and success. With over 650 full-time team members, we’re still growing while staying true to who we are. Our priorities stay where they belong: with our employees, our customers, and the continued growth of our business. When you join McLeod, you’re joining a company that’s built for the long haul—with a clear vision, strong leadership, and a commitment to investing in our people.