Contracts & Sales Administrator

Own the Details. Build the Process. Drive the Client Experience.

Every great client relationship starts long before the work begins.

It starts with someone who knows how to ask the right questions, anticipate problems before they happen, and create an experience that makes clients feel confident they chose the right partner.

We're looking for someone who wants to own that experience.

This isn't a traditional administrative position where you're simply processing paperwork. You'll become the operational quarterback behind every new client engagement—partnering directly with our Chief Administrative Officer to ensure every client is set up for success from contract signature through project launch and beyond.

You'll touch nearly every part of the client lifecycle. One minute you'll be finalizing a Statement of Work, the next you'll be helping respond to an RFP, coordinating a complex client onboarding, solving a billing issue, or following up on an outstanding invoice. You'll build relationships with clients, collaborate across departments, and continuously improve how we operate.

If you're someone who loves bringing order to complexity, thrives on ownership, enjoys interacting with people, and gets excited about improving processes instead of simply following them, this could be the perfect role for you.

What You'll Own

Client Onboarding & Success

• Serve as the primary administrative point of contact during the early stages of every new client relationship.

• Guide clients through onboarding while ensuring they have an organized, professional, and seamless experience.

• Gather all required documentation, billing information, purchasing requirements, vendor setup information, and project details before work begins.

• Partner closely with sales and operations to ensure every engagement launches successfully.

Contracts, Proposals & Commercial Support

• Draft, review, coordinate, and manage contracts, Statements of Work (SOWs), amendments, addendums, and related agreements.

• Assist with proposals and Requests for Proposal (RFP) responses.

• Track agreements through execution and maintain organized documentation.

• Ensure contracts accurately reflect client expectations and business requirements.

Project & Operational Administration

• Set up client accounts, projects, and opportunities across company systems.

• Maintain accurate records and documentation.

• Coordinate information across multiple business units.

• Identify opportunities to improve workflows, automate repetitive tasks, and create more efficient processes.

Billing & Collections

• Confirm invoicing requirements before work begins.

• Partner with finance to ensure invoices are accurate and submitted correctly.

• Own client collections by proactively following up on outstanding invoices while maintaining positive client relationships.

• Help resolve billing questions and payment issues quickly and professionally.

Strategic Partnership

• Work side-by-side with executive leadership every day.

• Become a trusted partner in improving how our business operates.

• Take ownership of your responsibilities and continuously look for ways to make the role—and the company—even better.

What Success Looks Like

• Clients feel organized, informed, and confident from day one.

• Contracts move quickly and accurately.

• Projects launch without unnecessary delays.

• Billing information is complete before work begins.

• Collections are handled proactively and professionally.

• Processes continually improve through your ideas and initiative.

• Leadership trusts that nothing falls through the cracks because you're on it.

What We're Looking For

• Exceptional organization and attention to detail.

• Strong communication skills and confidence interacting with clients.

• Ability to juggle multiple priorities while maintaining accuracy.

• Comfortable having professional conversations regarding contracts, billing, and collections.

• A naturally curious mindset that looks for better, faster, and smarter ways to work.

• Experience with contracts, SOWs, proposals, invoicing, or CRM systems is preferred.

• Strong Microsoft Office skills, especially Word, Excel, and Outlook.

The Person Who Will Thrive Here

You're someone who genuinely enjoys owning a process from beginning to end.

You don't wait for someone to tell you what needs fixing—you notice it and improve it.

You enjoy building relationships just as much as organizing information.

You communicate professionally, stay calm under pressure, and aren't afraid to follow up on difficult conversations when necessary.

Most importantly, you want more than "just a job." You want a role you can grow into, improve, and truly make your own.

Why Join Qualigence?

• Partner directly with executive leadership every day.

• Make a visible impact on the growth of the business.

• Help shape and improve our internal processes.

• Work across sales, operations, finance, and client success.

• Be trusted with meaningful ownership from day one.

• Join a collaborative, entrepreneurial team where great ideas are welcomed regardless of title.

If you're looking for a role where your organization, initiative, and ability to build relationships can make a real difference, we'd love to meet you.