The Service Contract Administrator is responsible for managing the full lifecycle of service contracts, from preparation and execution through billing, renewals, and closeout. This role serves as a primary point of contact for contract inquiries and works as an active partner with cross-functional teams, including Finance, Sales, Logistics, Regulatory, and Executive Management. The successful candidate will drive accountability across departments, influence outcomes without direct authority, and ensure all contract operations align with company policies, customer obligations, and regulatory compliance requirements.
Contract Lifecycle Management
- Prepare, review, revise quotes, process and maintain service contracts and related documentation.
- Coordinate contract approvals, execution, amendments, renewals, and closeout activities.
- Ensure contracts are complete, accurate, and compliant with internal policies, legal requirements, and customer obligations.
- Identify contractual risks, flag issues, and escalate concerns appropriately.
- Support negotiations with customers by revising documentation and tracking required changes.
- Manage DocuSign workflows to facilitate contract signature and completion.
120-Day Contract & Warranty Review
- Maintain a rolling 120-day review of all contracts and warranties approaching expiration, covering both full-line equipment and laser portfolios.
- Collaborate with the Service Management Team to present findings and drive proactive renewal and extension activity.
- Track renewal outcomes and update Salesforce records accordingly.
Billing & Financial Administration
- Process billing for executed contracts in Salesforce and applicable government portals, including WAWF and Tungsten.
- Enter and maintain warranty, rental, and placement contracts in Salesforce.
- Maintain service product price books and update contract-related records in Salesforce.
- Support collections efforts and assist with dispute documentation as needed.
Compliance, Records & Reporting
- Maintain organized, audit-ready contract files in compliance with data governance and document retention policies.
- Monitor contract status, billing activity, renewals, and expirations, and prepare related reports.
- Ensure compliance with government contract billing requirements and applicable regulatory standards.
Cross-Functional Collaboration
- Serve as an engaged partner with Executive Management, Finance, Logistics, Regulatory, Sales, Service Management, and Surgical Services Field Service Engineers.
- Drive accountability across cross-functional teams to meet contract milestones and operational objectives.
- Serve as a primary point of contact for internal and customer contract inquiries.
Education
- Bachelor’s degree in business, Contracts, Accounting, or a related field preferred.
Experience
- 3–6 years of progressive experience in contract administration, government contracts, service agreements, billing, or a related function.
- Demonstrated experience managing the full contract lifecycle, including drafting, execution, amendments, renewals, and closeout.
- Experience in a field service, medical device, surgical services, or capital equipment environment preferred.
Technology
- Proficiency with Salesforce or a comparable CRM/contract management system; experience with contract entry, invoicing and reporting required.
- Proficiency with Microsoft Office (Word, Excel); experience editing PDF documents with Adobe Acrobat or Foxit preferred.
- Hands-on experience with DocuSign or a comparable e-signature platform.
- Experience with government billing portals WAWF and Tungsten required for applicable contract administration functions.
- Exposure to contract lifecycle management (CLM) platforms or AI-assisted contract review tools is a plus.
- Contract review, execution, administration, and lifecycle ownership.
- Billing accuracy, documentation, and financial administration
- Stakeholder influence and accountability without direct authority
- Critical thinking, risk identification, and issue escalation
- Time management, prioritization, and attention to detail
- Compliance awareness and regulatory adherence
- Reporting, data governance, and record management
- Cross-functional collaboration and customer communication
Dornier MedTech offers a full benefits package including medical, dental, and vision coverage, company-paid life and disability insurance, 401(k) match, generous PPL, 12 paid holidays, and education reimbursement, because we invest in our people as much as our technology.
