Contract Administrator

Career Area:

Job Description:

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar, you're joining a global team who cares not just about the work we do - but also about each other. We are the makers, problem solvers, and future world builders who are creating stronger, more sustainable communities. We don't just talk about progress and innovation here - we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.

Role Definition:

Responsible for preparing, reviewing, and managing customer contract documentation, ensuring accuracy and completeness while coordinating with customers, dealers, sales teams, and internal stakeholders throughout the contract process.

What You Will Do:

• Collecting, analyzing, entering information to prepare contracts.
• Communicating with customers, dealers and sales team on contract process details.
• Analyzing errors on records and updating documentation processes and procedures to improve accuracy rate.
• Providing guidance on the implementation of documentation best practices within a specific unit.

What You Will Have:

Information Capture: Knowledge of the methods, channels and processes to obtain needed information; ability to identify, capture and document relevant business information in an auditable, organized, understandable and easily retrievable manner.

Level Extensive Experience:

• Enhances the processes and procedures used in the organization's records retention program.
• Uses detailed knowledge of records retention program to conduct training and/or meetings.
• Ensures that all exceptions and unusual circumstances are properly captured and reviewed.
• Coordinates and monitors the various steps involved in a records retention program.
• Helps others understand how the recording of information impacts other business units.
• Provides guidance in documenting pertinent information.

Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.

Level Extensive Experience:

• Evaluates and makes contributions to best practices.
• Processes large quantities of detailed information with high levels of accuracy.
• Productively balances speed and accuracy.
• Implements a variety of cross-checking approaches and mechanisms.
• Demonstrates expertise in quality assurance tools, techniques, and standards.
• Employs techniques for motivating employees to meet or exceed accuracy goals.

Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.

Level Extensive Experience:

• Reviews others' writing or presentations and provides feedback and coaching.
• Adapts documents and presentations for the intended audience.
• Demonstrates both empathy and assertiveness when communicating a need or defending a position.
• Communicates well downward, upward, and outward.
• Employs appropriate methods of persuasion when soliciting agreement.
• Maintains focus on the topic at hand.

Initiative: Being proactive and committing to action on self-identified job responsibilities and challenges; ability to seek out work and the drive to accomplish goals.

Level Working Knowledge:

• Identifies and exploits own strengths; minimizes limitations.
• Provides appropriate degrees of attention to both personal and professional priorities.
• Explains how own motivation relates to the workplace.
• Utilizes available tools or approaches for increasing knowledge of self-motivation.
• Learns and uses resources the organization has to assess and enhance team motivation.

Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

Level Working Knowledge:

• Recognizes changing demands and priorities; validates changes with management.
• Obtains information about how current assignments contribute to organizational goals.
• Completes current work according to assigned priorities.
• Responds to day-to-day operational priorities while still making progress on project work.
• Performs at least 2-3 concurrent activities without reducing productivity.

Data Entry Management: Knowledge of data entry management; ability to manage data entry and report the results during daily work.

Level Working Knowledge:

• Maintains the roster of internal and external sources, services and vendors.
• Works in a data entry operations center or role.
• Documents operation reports or problems in the data entry process.
• Participates in major data entry operations department or roles.
• Reviews contractual, legal, and ethical access considerations and obligations.

Internal Controls: Knowledge of concept, methods, and processes of internal control; ability to create, implement, evaluate and enhance processes in internal controls.

Level Extensive Experience:

• Advises external auditors on the specifics of the organization's internal controls.
• Designs and publishes forms used for internal control documentation.
• Implements and enhances internal controls in multiple and diverse environments.
• Re-engineers business processes for the sake of improving internal controls.
• Trains others in processes required for compliance with new internal controls.
• Establishes corrective actions for use in cases of financial irregularities or dishonesty.

Contracts Review: Knowledge of the contractual and legal matters related to expenditures (consulting services, maintenance, agreements, acquisitions, outsourcing, etc.); ability to evaluate, interpret and improve the language used in contractual agreements.

Level Extensive Experience:

• Coaches others on advanced methods and operational considerations of contract reviews.
• Provides appropriate solutions to complex contract problems.
• Reviews and ensures compliance with relevant organizational and legal policies and procedures.
• Teaches proper evaluation and interpretation of the language used in contracts.
• Increases the accuracy and efficiency of contracts review through process improvement.
• Assists in designing criteria for reviewing organizational contracts.

Top Candidates Will Also Have:

• 2-3 years of relevant professional experience, preferably in contract administration, customer documentation, or a similar environment. Experience working in a financial services or finance-related environment would be an advantage.
• University degree preferred, ideally in Finance, Business, Economics, or a related field
• Previous experience preparing, reviewing, or managing customer contracts and related documentation.
• Strong attention to detail and accuracy, with the ability to carefully manage and verify documentation and information.
• Excellent organizational and prioritization skills, with the ability to manage multiple tasks and deadlines effectively.
• Fluent Italian and English; Spanish or Portuguese language skills would be an advantage.
• Good overall IT proficiency, with confidence using Microsoft Office applications and the ability to quickly learn and work effectively with new systems and digital tools.

Additional Information:

• The primary location for this position is Milan, Italy. This position requires on-site attendance 5 days per week.
• A valid work permit or EU-25/EFTA citizenship is required for this position.
• Candidates are requested to submit their CV in English.

Base Minimum Pay:

Please note that salary is only one component of the total compensation and benefit package available at Caterpillar.

Posting Dates:

Caterpillar is an Equal Opportunity Employer. Qualified applicants of any age are encouraged to apply.

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