Admin, Order Management

Position Summary

The individual in this position is responsible for setting up and maintaining client contracts in ACA’s client relationship management and accounting systems. This includes analyzing and interpreting client contract terms to ensure client projects are accurately set up in a timely manner and properly set up for handoff to the invoicing team. This role will work with a variety of contract types including new business, amendments, and renewals.

Job Duties

1. Review executed client contracts to confirm services, pricing, billing terms, and billing structure; use this data to validate the setup of new and existing client projects in ACA’s client relationship management (Salesforce/PSA) systems with complete and accurate details.  Validate that any non-standard contract terms have been approved before finalizing contract setup. Maintain contract records in ACA’s systems; ensure each executed agreement is properly associated to the
2. correct sales opportunity and related objects to support reporting and billing accuracy.
3. Process contract amendments and renewals by validating changes to products, scope, pricing, and billing requirements; update existing projects accordingly; and notify impacted teams so downstream activities (delivery, invoicing, and reporting) remain aligned to the latest contract terms.
4. Ensure project and contract data integrity by following established procedures, meeting turnaround expectations, reconciling discrepancies across systems, and escalating exceptions (e.g., missing documentation, unclear terms, system errors) to the appropriate stakeholders for resolution.
5. Provide operational support to the Order Management and Finance teams through ad hoc reporting, special projects (e.g., process documentation, control improvements, and system clean-up activities) to improve the accuracy and  efficiency of contract-to-project setup and maintenance.
6. Solve contract and project setup issues received from Account Executives, Client Success Managers, Project Mangers, or clients.

Education, Experience and Skills

Required Education and Experience

• Bachelor’s degree in business or finance
• Minimum of three (5) years of related experience, preferably in a professional services firm
• Preferred Education and Experience
• Experience with Salesforce.com or a Sales focused CRM is a plus
• Experience working in a contract setup role/order management
• Required Skills and Attributes
• Ability to exercise discretion and make independent judgments on matters of significance
• Ability to read contracts and decipher critical details
• Extremely strong attention to detail
• Strong organizational, problem-solving and follow up skills
• Demonstrated professional integrity
• Dependable, flexible, and adaptable to new ACA initiatives and changing client needs
• Ability to work well in a fast-paced, small-team environment
• Ability to work independently, multi-task and prioritize effectively
• Ability to establish and maintain effective working relationships with colleagues and clients
• Highly motivated and goal oriented; proactive in one’s own education and career progression; volunteers for and shows initiative on both internal and external projects and tasks
• Dedicated to upholding ACA’s high-quality standards and customer service focus
• Strong oral and written communication to clearly explain contract issues
• Proficient with Microsoft Office applications, Adobe Acrobat, and the Internet

ACA Equal Opportunity Employer Statement

ACA is an equal opportunity employer. We conduct our business without regard to race, color, religion, sex, age, national origin, pregnancy, reproductive health decision making, familial status, marital status, sexual orientation, gender identity, disability, veteran status, citizenship, ancestry, genetic information, or any other characteristics prohibited by law.