Administrative Assistant II - Blue Star Partners LLC

Job Title: Administrative Assistant II
Location: Lake Forest, IL – Onsite – local candidates only
Period: 07/22/2024 to 12/31/2024 – potential for extension
Hours/Week: 40 hours (Hours over 40 will be paid at Time and a Half)
Rate: $22 – 24/hr
Contract Type: W2 only

 
Scope of Services:

The Administrative Assistant II will provide comprehensive administrative support to ensure the efficient operation of the contracting and pricing department. This role involves reviewing and processing sales contracts and amendments, ensuring that all documents are legible, complete, and aligned with approval standards. The Administrative Assistant II will be responsible for routing contracts for signature according to pre-determined signature authority tiers and summarizing and logging contract information into the company’s CRM system. Additionally, the role requires maintaining accurate electronic files, notes, and data in trackers, and performing ongoing CRM and log maintenance to ensure accurate reporting.

Key responsibilities include generating reports, analyzing data, tracking contract statuses, and supporting internal auditing and monitoring efforts. The Administrative Assistant II will analyze and resolve contract and pricing discrepancies, research equipment shipments, price loads, and contract renewals, and respond to requests for end-user pricing and contract eligibility. The position requires collaboration with contract administrators, pricing analysts, account executives, regional directors, fulfillment groups, and distributors to ensure accurate end-user pricing and effective contract dates. The role also involves participating in and preparing for contracting and pricing policy meetings, developing and updating departmental SOPs, and performing closing activities as needed. The Administrative Assistant II must demonstrate professionalism in all interactions and understand the quality consequences of improper performance.

 
Role, Responsibilities, and Deliverables:

• Review and process sales contracts and amendments
• Responsible for checking and analyzing  contracts  are legible, clean, complete and are aligned with approvals
• Responsible for routing contracts for signature based on pre-determined signature authority tiers
• Responsible for reviewing, summarizing and logging contract information into company’s CRM system
• Save, organize and maintain accurate files, notes and data in electronic files and trackers
• Perform CRM and log maintenance on an ongoing basis to insure accurate reporting
• Utilize data from the company’s CRM system to generate reports, analyze data, and track contracting statuses
• Support internal auditing and monitoring efforts
• Analyze contract and pricing discrepancies and correct, resolve and document findings
• Research equipment shipments, price loads, contract renewals and perform appropriate tasks related to such research
• Respond to requests for end-user pricing eligibility and contract eligibility
• Interface and collaborate with contract administrators, pricing analysts, pricing coordinators, account executives, regional directors, fulfillment group and distributors to establish working relationships, assure proper end-user pricing and contract effective dates are loaded
• Participate in and prepare for contracting  & pricing policy meetings
• Develop and continuously update departmental SOPs (Standard Operating Procedures)
• Demonstrate understanding of the business structure, processes and policies
• Perform closing activities as needed
• Meet deadlines and update clients with status
• Responsible for exhibiting professional behavior with both internal/external business associates that reflects positively on the company and is consistent with the company’s policies and practices.
• Perform other duties & projects as assigned.
• Understands and is aware of the quality consequences which may occur from the improper performance of their specific job.

 
Qualifications, Education & Experience:

• Requires a bachelor’s degree in a business-related discipline.
• Minimum intermediate Word and Excel experience a must.
• Minimum of 1 year relevant experience in commercial sales contracting and pricing.

 
Preferred Qualifications:

• Two to four years’ experience directly related to contract administration, preferably within the bio-tech/ healthcare industry. 
• Demonstrated ability to effectively and constructively communicate across departmental disciplines while pursuing contract department goals.
• Must have good communication & organizational skills
• Must have customer service attitude & good computer skills (Microsoft Word, Excel, Outlook, etc.)
• Self-starter and a multi-tasker
• Ability to work in a high volume, dynamic team environment
• Previous CRM or database experience preferred
• Previous healthcare, biotech or sales industry experience preferred 

 
Competencies:

• Self-motivated
• Out of the box thinker
• Positive attitude
• Passion for quality and delivery excellence
• Dependable & reliable