Contracts & Vendor Administrator

Job Description

Job Description

The Contracts & Vendor Administrator provides centralized administrative and financial support across Energy Support Services (ESS). The position supports the accurate execution, documentation, billing, and closeout of field service work by coordinating work orders, service reports, contract requirements, purchase orders, invoices, and supporting records across multiple ESS departments.

A significant portion of the role will remain dedicated to vegetation-related work orders and service report creation. The position will also perform similar administrative duties for other ESS departments and service lines as business needs require. This role serves as a key liaison among Client Relations, Operations, Accounting, clients, vendors, and subcontractors to ensure work is documented accurately, invoiced correctly, and processed on time.

The ideal candidate has strong contract and administrative support skills, exceptional attention to detail, and the ability to manage high-volume, detail-oriented work across multiple departments, clients, and stakeholders.

Essential Duties and Responsibilities

Work Order & Service Report Administration

• Create, review, update, track, and close work orders for vegetation services and other ESS departments in accordance with established processes and client requirements.
• Prepare accurate, complete, and timely service reports using field documentation, technician notes, photographs, subcontractor records, and other supporting information.
• Maintain a significant day-to-day focus on vegetation-related work orders and service reports while providing comparable support to other ESS service lines.
• Confirm that work orders and service reports accurately reflect the work performed, labor, materials, site conditions, completion status, and any required follow-up.
• Coordinate with field personnel, department leaders, Client Relations, and subcontractors to obtain missing information and resolve documentation gaps.
• Maintain organized records that support operational visibility, client reporting, invoicing, and contract compliance.

Contract Administration & Compliance

• Review and interpret client contracts, scopes of work, pricing schedules, service requirements, and billing terms applicable to vegetation and other ESS services.
• Maintain awareness of client-specific deliverables, service levels, documentation standards, renewal dates, and administrative obligations.
• Assist with work authorizations, change orders, contract amendments, and related documentation updates.
• Partner with Client Relations, Operations, and Accounting to ensure contractual requirements are understood and reflected in work orders, service reports, and invoices.
• Support consistent administrative controls across ESS departments while accommodating client-specific requirements.

Invoice Processing & Financial Administration

• Review and validate client and subcontractor invoices for accuracy, completeness, approved pricing, work completion, and supporting documentation.
• Ensure invoiced services align with applicable contracts, work orders, purchase orders, service reports, and pricing schedules.
• Coordinate resolution of pricing differences, missing documentation, billing exceptions, and invoice discrepancies with internal and external stakeholders.
• Monitor invoice status, aging items, outstanding payment issues, and unresolved billing questions to support timely resolution.
• Assist with purchase order creation, tracking, reconciliation, and closeout activities.
• Maintain detailed records of costs, commitments, invoicing activity, and payment status across assigned departments and service lines.
• Define and maintain the contract and vendor record requirements needed to invoice accurately, and flag records that do not meet them to the owning function.

Vendor & Subcontractor Coordination

• Serve as an administrative liaison with vendors and subcontractors regarding work documentation, invoicing, approved pricing, payment status, and billing requirements.
• Coordinate with Operations and Accounting to verify work completion and support timely invoice review and payment processing.
• Maintain organized vendor and subcontractor records, including agreements, pricing schedules, certificates of insurance, invoices, payment history, and required compliance documentation.
• Support vendor and subcontractor onboarding by collecting and maintaining insurance, compliance, tax, and registration documentation.
• Partner with department personnel to ensure field documentation supports accurate client billing and vendor payment.

Client & Cross-Departmental Support

• Support client inquiries related to work orders, service reports, contract requirements, invoicing, and service documentation.
• Coordinate communication among clients, Client Relations, Operations, Accounting, vendors, and subcontractors to support accurate and timely service administration.
• Prepare contract summaries, client reports, invoice support, work order documentation, service records, and departmental tracking reports.
• Prioritize work across multiple ESS departments based on operational deadlines, client commitments, invoicing cycles, and leadership direction.
• Provide flexible administrative support for new or evolving ESS service lines using consistent processes and documentation standards.

Reporting & Process Improvement

• Develop and maintain tracking tools for work orders, service reports, contract deliverables, invoice status, purchase orders, vendor activity, and client billing.
• Generate recurring reports related to work completion, documentation status, spending, committed costs, invoicing, contract compliance, and payment performance.
• Identify opportunities to improve work order processing, service report quality, invoice accuracy, administrative workflows, and cross-departmental coordination.
• Assist in developing and maintaining standard operating procedures, templates, and administrative controls that improve consistency, accuracy, and scalability across ESS.
• Support implementation and continuous improvement of work order, reporting, accounting, and document management systems.

Qualifications

Required

• 5+ years of experience in administrative support, contract administration, work order coordination, vendor management, accounting support, procurement, or related role.
• Experience creating or administering work orders, service reports, field service records, or comparable operational documentation.
• Experience reviewing service contracts, scopes of work, pricing schedules, purchase orders, and billing requirements.
• Strong understanding of invoice processing, cost tracking, vendor payments, and financial documentation.
• Exceptional organizational skills, attention to detail, and ability to manage competing priorities across multiple departments.
• Experience coordinating with clients, vendors, subcontractors, field teams, and cross-functional stakeholders.
• Advanced proficiency with Microsoft Excel, Word, Outlook, and SharePoint.
• Strong written and verbal communication skills.

Preferred

• Experience supporting vegetation management, renewable energy, utility, infrastructure, landscaping, O&M, or field service organizations.
• Experience with Salesforce, ERP platforms, accounting systems, or work order management systems.
• Familiarity with contractor compliance, insurance administration, vendor onboarding, and multi-state service operations.
• Experience supporting geographically distributed field teams, vendors, or subcontractor networks.

Travel & Work Environment

Travel is limited to company events and social gatherings. This position is primarily administrative and may be performed in a remote or hybrid work environment, subject to ESS business needs and applicable company policy.

 

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of employment visas at this time. 

The expected annual compensation range for this position is $75,000 - $85,000, encompassing base pay and potential incentive target opportunity. This range is a good faith estimate based on the position's requirements. Specific compensation offered to the selected candidate may vary depending on factors such as relevant knowledge, skills, training, experience, and market conditions. Additionally, this position may qualify for a comprehensive benefits package, including Retirement Benefits, Medical, Dental & Vision, Health Savings Account, Flexible Spending Account, Life Insurance and Disability, Tuition Reimbursement, Voluntary Benefits, Paid Absences, and more.

About Us:

At New Energy Equity, a proud subsidiary of ALLETE, we’re leading the charge in transforming the energy landscape with innovative solar solutions . As a top player in the renewable energy sector, we’ve successfully developed over 600MW of solar projects and closed more than $1.2 billion in clean energy investments . Our projects deliver sustainable electricity to a wide range of clients, including commercial, industrial, municipal, and utility customers . But there’s more to us than just impressive numbers. We pride ourselves on a dynamic and engaging work environment where teamwork, continuous learning, and environmental stewardship are at the core of what we do . Our inclusive and collaborative culture encourages creativity and innovation, making our office a place where every idea is valued, and growth is a priority . At New Energy Equity, you’ll join a passionate team that not only drives the clean energy future but also enjoys celebrating our successes together . With over 250 projects across the U.S. , our supportive atmosphere ensures a balanced work-life dynamic ⚖️ and a fun, fulfilling career path . Join us and be part of a forward-thinking company where your contributions are celebrated, and your professional development is supported as we work towards a brighter, sustainable future .

The statements above outline the essential functions, nature, and level of work expected as of the document’s preparation date. They are not exhaustive lists of all duties and responsibilities. New Energy Equity reserves the right to modify this job description at any time, without notice.

 

New Energy Equity is an equal opportunity employer. All applicants will be considered for employment without discrimination based on race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status, or any other basis prohibited by federal, state, or local law.

 

If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, contact our HR department at View email address on us.fitly.work