Contract Compliance Analyst - Hybrid Schedule

The Contract Compliance Analyst is an hourly non-exempt, individual contributor-level position responsible for coordinating the entire process of setting up and configuring systems for new contracts, as well as handling renewals and amendments. This position is responsible for coordinating the data entry, configuration, and deployment of contracts into the operating system, ensuring all components are correctly set up to meet business requirements. This position works closely with internal teams, such as sales, account managers, and legal, to ensure the smooth execution of the system setup process. This position is based at the Gainesville, Georgia, headquarters and reports directly to the Supervisor, Governance.

Responsibilities:

New Contract Setup & Renewal:

• Coordinate with applicable departments to ensure alignment with and compliance with customer contractual obligations and MSAs to mitigate errors.
• Ensure new and renewed contracts are set up properly by identifying key issues, addressing problem areas, and recommending resolutions before setup.
• Initiate and manage workflow processes for new contract setups and renewals.
• Coordinate with the bid team, customer success team, and sales team to ensure accurate pricing, setups, and transitions of accounts are performed on time.
• Develop and maintain good customer relations with both internal and external customers.
• Provide oversight, approvals, or denials of all requests for the setup of new customers and ship-tos based on the contractual data provided.
• Create and maintain a working knowledge of all company product lines.
• Create and maintain a working knowledge of all pricing structures that are used for MEC customers.
• Invoice Statement Setup & Maintenance:
• Configure and maintain invoicing statements for new and existing customers within the ERP system to ensure accurate billing and statement delivery.
• Customer Rebates & Co‑Op Programs
• Assist Sales Support Management (SSM) in onboarding customers and contracts into appropriate reporting structures, ensuring accurate financial reporting and customer rebate execution.

Changes to Existing Customers:

• Work with account managers, sales representatives, and internal legal team to ensure contract amendments/addendums are completed and necessary changes are made to a customer’s account.
• Validate all change requests to ensure they do not violate contract terms.
• Ensure the proper setup of contract components by identifying potential issues, addressing problem areas, and proposing resolutions before setup begins.
• Initiate and manage workflow processes for contractual changes to existing customers.
• Track and facilitate the approval process to ensure timely contract setup approval from the appropriate departments.
• Collaborate with sales representatives, account managers, and the legal department to ensure alignment between business needs and system configuration.
• Oversee the execution of system setup for existing customers and their associated ship-tos based on the provided contractual data.
• Maintain a thorough understanding of all company product lines and how they are integrated into system setups.
• Stay informed on all pricing structures used for MEC customers and ensure accurate application during setup.
• Troubleshoot and resolve any configuration issues, working to eliminate bottlenecks during both setup and post-onboarding.
• Conduct periodic audits to ensure existing setups remain up to date and compliant, addressing any required changes or updates.

Expiring Contract Management:

• Collaborate with Account Managers and Sales teams to extend contracts approaching expiration, proactively preventing customer service disruptions and billing issues.

SPAR Change Management:

• Partner with Financial Analysts to update contract headers with the correct sales representative assignments per budget requirements. Process monthly updates through the ERP system.

Contract Amendments & Change Requests:

• Partner with account managers, sales teams, and internal legal teams to ensure the completion of contract amendments/addendums, incorporating necessary updates to customer accounts.
• Processes change requests while ensuring compliance with contract terms.
• Meticulously and promptly correct any errors and ensure all information is accurate and complete.
• Identify, assess, and report potential risks or compliance issues related to contracts.

PQA Override Management

• Coordinate with appropriate teams to investigate and determine the root cause of non-compliant deliveries that result in violations of environmental or regulatory requirements. Based on documented findings and approved guidance, execute overrides to system restrictions in accordance with established policies and compliance controls.

Auditing & Reporting:

• As directed, assist with contract audits to ensure they comply with the current contractual agreement.
• Maintain detailed records of contract setups and documentation within the system.

Continuous Improvement:

• Provide input on the development of contract compliance standards, best practices, and policies.
• Oversee the quality assurance processes for contracts, ensuring that data accuracy, security, and compliance standards are maintained.

Project Execution & Cross‑Functional Support:

• Support departmental initiatives to achieve project goals by participating in large‑scale data or system clean‑up efforts.

Entinuum System Maintenance:

• Perform system administration tasks including testing, system updates, and day-to-day maintenance.

Position Requirements:

Formal Education & Certification:

• High school diploma or equivalency required
• Bachelor’s degree or equivalent experience preferred

Knowledge & Experience:

• Minimum of one (1) or more years of direct experience in either contract compliance or similar roles such as mortgage processing, contract processing, or auditing required.  
• Preference given to applicants with experience within the petroleum industry.
• Solid understanding of Microsoft Office products, including Word, PowerPoint, and Excel (VLOOKUPs, XLOOKUPs, and advanced pivot tables).

Qualifications & Characteristics:

• Excellence in communicating and presenting complex information to technical and non-technical stakeholders.
• Strong problem-solving skills with the ability to multi-task.
• Strong communication & collaboration skills and the ability to work in a fast-paced, team environment.
• Demonstrated strength in setting priorities, managing multiple concurrent projects, and maintaining alignment with strategic objectives.
• Exceptional attention to detail with a strong commitment to accuracy, consistency, and thoroughness in all aspects of contract setup and maintenance.
• Excellent project management capabilities, with a strong aptitude for prioritizing tasks and delegating responsibilities effectively.

Work Environment:

• 40-hour work week with 3 days in the office and 2 days remote, business conditions permitting. Eligibility for the hybrid work week begins after completion of the ninety-day introductory period of employment, during which all training will occur onsite.
• Must be available to work flexible hours as needed, including evenings and weekends.
• Sitting for extended periods of time.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.