Contracts & Billing Coordinator
Confirmed on the employer's own hiring board on Oct 24, 2026. First seen by Alion on Oct 22, 2026. TriMark USA scores A on the Alion truth index.
Why you’ll love it here!
+ Benefits include Medical, Dental, Vision, Tuition Reimbursement, Pet, and Legal Insurance
+ 401k+ Community Service Day
+ Spotlight Awards
+ National Sales Excellence Awards
+ CFSP Prep Certification Program
TriMark USA is the country’s largest provider of design services, equipment, and supplies to the food service industry. We proudly serve our customers by providing design services, commercial equipment, and food service supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company.
The Contracts & Billing Administrator will play a key role in supporting the efficient execution of contracts and billing processes. Experience with Infor M3 is a significant plus for this role. The ideal candidate should possess a strong foundation in contracts and billing procedures, demonstrate excellent organizational skills, and contribute to the overall success of our Contracts & Billing department.
Essential Functions & Responsibilities
Contract Administration:
Manage and organize contract documents and records, ensuring accuracy and completeness.
Review contract terms and conditions, identifying key details and requirements.
Billing Process Execution:
Execute billing processes, including data entry, invoicing, and documentation.
Ensure invoices are prepared in compliance with contractual terms and client requirements.
Processing credit memos being vigilant about checking serial numbers with the original invoice and including return freight and restocking fees.
Create prepayment and manage interactive invoices.
Follow up on past due accounts receivable to determine why the invoices are open on our books.
Data Management and Analysis:
Maintain and analyze contract and billing data using Infor M-3 and other relevant systems.
Perform data verification, reconciliation, and generate reports as needed. This includes checking that the inbound and outbound freight is on the order and seems reasonable, checking for purchase orders, serial numbers and shipment status, and comparing cost to sales price to minimize losses.
Check the vendor invoices for pricing and missing freight on prepay and add vendors.
Accounts Payable:
Collaborate with internal accounts payable team to get direct ship invoices received.
Communication and Coordination:
Communicate effectively with internal teams and external stakeholders regarding contract and billing matters.
Collaborate with cross-functional teams to address inquiries and resolve issues.
Work with the internal coordination team to locate prepayments if required.
Work with the internal coordination team if items are on back order to help resolve backlogged shipments.
Emailing invoices to the customer and assisting them with AR questions.
Upload invoice into 3rd party payment portals or create spreadsheets to summarize the billed invoices.
Work with the accounts payable department to receive direct-ship or install invoices.
Work with the warehouse to find missing serial numbers, freight tracking and charges and final costs on dedicated truck shipping.
Assist with outside audits and invoice sampling.
Process Improvement:
Identify opportunities for process improvements within the Contracts & Billing department.
Participate in initiatives to enhance overall efficiency and effectiveness.
Competencies, Skills and Abilities
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Detail-oriented with a commitment to accuracy.
Ability to work collaboratively in a team environment.
Analytical mindset with the ability to interpret and analyze contract and billing data.
Ability to adapt to new processes and technologies.
Strong critical thinking skills and proactive approach to addressing challenges.
Strong understanding of accounting and overall end to end process of order entry and shipping to know when orders are billable.
Education & Experience
1 – 2 years of relevant experience in billing, accounts receivable, or equivalent Military or practical experience.
Experience with Vendor Management Systems (VMS) and M3 preferred.
Proficient in Microsoft Office applications.
Prior experience in food service equipment a plus.