438762 Contract Admin- Sr Process Associate_Mumbai

Role: Contract Admin- Sr Process Associate_Mumbai

Location: Mumbai

Experience: 2-6 years

Band: BPO 2/3

Job code: 438762

Job Description – Contract Administrator

Department: Finance / Order-to-Cash (O2C) / Contract Management  

Location: Mumbai  

Experience: 2–6 Years  

Band: BPO 2/3  

Reports To: Team Lead / Manager – O2C / Contract Management

Role Overview

The Contract Administrator is responsible for managing end-to-end contract administration and order management activities within the Order-to-Cash (O2C) process. The role involves contract creation, validation, setup, maintenance, amendments, and activation in ERP systems, ensuring accurate customer master data, order information, pricing, billing terms, and contractual documentation.

The position requires regular coordination with internal teams, clients, and business stakeholders through inbound and outbound calls, emails, and ticketing platforms to obtain missing information, resolve discrepancies, and provide updates on contract status. The role ensures timely processing, data accuracy, compliance with contractual requirements, and adherence to defined SLAs and quality standards.

 Key Responsibilities

1. Contract Administration & Setup

- Handle end-to-end contract administration, including contract creation, validation, setup, amendments, renewals, and termination.

- Review contract documents and validate completeness of required information before processing.

- Create and maintain customer master data, contract records, and related information in ERP systems.

- Set up contracts with accurate pricing, billing terms, customer details, sites, contacts, and other mandatory fields.

- Upload and maintain signed contracts, purchase orders, and supporting documentation in the system.

- Monitor contract setup status and ensure successful processing and activation.

- Track contract changes and ensure timely updates in the system.

2. Order Management & Billing Coordination

- Support order booking and processing activities in line with contractual and business requirements.

- Validate purchase orders (POs), order details, pricing, and billing inputs to ensure accuracy.

- Coordinate with relevant teams to resolve order discrepancies, contract rejections, and missing information.

- Monitor open orders and contract-related pending transactions to ensure timely closure.

- Ensure contracts and orders are correctly configured to support accurate customer billing and revenue realization.

- Coordinate with Finance and Accounts Receivable teams on contract and billing-related discrepancies.

3. Contract Validation & Quality Control

- Perform quality checks on contract records, customer data, and supporting documentation.

- Ensure contractual terms, pricing, and billing information are accurately captured in the system.

- Identify and resolve missing, incorrect, or inconsistent information before contract activation.

- Ensure compliance with approved templates, internal SOPs, client requirements, and process guidelines.

- Perform reconciliation and system checks to ensure contracts and related transactions are successfully processed.

4. Client & Stakeholder Communication

- Handle inbound and outbound calls with clients and internal stakeholders regarding contract setup, status, pending requirements, and amendments.

- Follow up with clients and relevant teams for missing documents, PO details, approvals, and contractual information.

- Respond to queries and provide timely updates on contract processing and order status.

- Coordinate with Sales, Operations, Finance, Commercial, and Accounts Receivable teams to resolve process-related issues.

- Monitor and follow up on service tickets, escalations, and pending requests through email and ticketing platforms.

5. Reporting, SLA & Process Improvement

- Monitor daily transaction volumes, pending contracts, open orders, and processing status.

- Prepare and maintain daily, weekly, and monthly operational reports and dashboards.

- Ensure adherence to turnaround time (TAT), service-level agreements (SLAs), and quality targets.

- Identify recurring errors, perform root cause analysis, and implement corrective actions.

- Maintain process documentation and standard operating procedures (SOPs).

- Identify opportunities for process standardization, automation, and operational improvement.

 Required Skills & Qualifications

- Bachelor's degree in Commerce, Finance, Accounting, Business Administration, or a related field.

- 2–6 years of relevant experience in Contract Administration, Order Management, Order-to-Cash (O2C), or Accounts Receivable operations.

- Hands-on experience in contract creation, validation, setup, maintenance, and amendments.

- Understanding of customer master data, order booking, PO validation, and billing processes.

- Experience working with ERP systems such as SAP or equivalent contract/order management platforms.

- Good understanding of contract terms, pricing, billing requirements, and supporting documentation.

- Experience handling inbound/outbound calls, emails, and stakeholder follow-ups.

- Proficiency in MS Excel and operational reporting.

- Strong verbal and written communication skills.

- Ability to manage high-volume transactions while maintaining accuracy and meeting deadlines.

Preferred Skills

- Experience in end-to-end O2C operations covering Master Data, Order Management, Contracts, and Billing.

- Exposure to Accounts Receivable, invoice processing, cash application, and reconciliation.

- Experience using SAP, E-Automate, Salesforce (SFDC), ServiceNow (SNOW), or similar ERP and ticketing platforms.

- Experience coordinating with international clients and stakeholders.

- Knowledge of SLA management, TAT tracking, quality checks, and process improvement initiatives.

 Key Competencies

- Strong attention to detail and data accuracy.

- Analytical and problem-solving skills.

- Effective communication and stakeholder management.

- Customer service orientation.

- Ability to handle client calls and resolve queries professionally.

- Strong organizational and follow-up skills.

- Ability to work under pressure and manage multiple priorities.

- Process compliance and continuous improvement mindset.

Key Performance Indicators (KPIs)

- Contract setup and processing turnaround time (TAT).

- Contract setup accuracy and first-time-right percentage.

- SLA adherence and productivity.

- Number of pending contracts and open orders.

- Quality and compliance scores.

- Timely resolution of client and stakeholder queries.

- Reduction in contract-related errors, rejections, and billing discrepancies.

.Tools & Systems

- ERP Systems: SAP or equivalent.

- Contract / Order Management Platforms.

- MS Excel, MS Office, and reporting tools.

- Ticketing Platforms: ServiceNow or equivalent.

- CRM Platforms: Salesforce or equivalent.

PAN and DOB are required for profile creation.