Contract Specialist

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The IMA Group is a world leader in the design and manufacture of automatic machines for processing and packaging pharmaceutical, cosmetic, food, tea and coffee products, as well as in industrial process automation. We are constantly focused on innovation: through significant investments in R&D and ongoing dialogue with customers, local communities, and the supply chain, we promote an environmentally conscious approach aimed at achieving sustainable development. Our history is marked by steady growth, also supported by continuous investment in people and skills development. With more than 7,000 employees 59% in Italy and 41% worldwide we are present in over 80 countries.

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IMA Life North America is a company within the IMA Group that specialises in providing aseptic processing and freeze-drying solutions for the pharmaceutical and biotechnology industries. IMA Life North America is part of IMA Life, a business unit focusing on the pharmaceutical sector who delivers advanced technologies for filling, lyophilization and isolation, ensuring maximum sterility and product integrity for customers around the globe. 

JOB SUMMARY

The Contract Specialist is responsible for the administration of customer contracts and sales orders throughout the project lifecycle. This role works closely with Sales, Project Management, Finance, Legal, and customers to ensure accurate order processing, compliance with contractual requirements, timely invoicing, and effective management of commercial documentation.

The position serves as the company's primary resource for contract administration, ERP (SAP) sales order management, customer terms and conditions review, contract change management, and insurance administration support.

Essential Duties and Responsibilities:

1.) Contract Review & Administration

· Review customer purchase orders and contractual documentation.

· Analyze customer Terms and Conditions and identify non-standard contractual requirements.

· Coordinate reviews of contractual exceptions with the Legal Department and relevant stakeholders.

· Support negotiation and resolution of commercial contract issues.

· Maintain contract records and ensure proper documentation throughout the contract lifecycle.

· Administer Non-Disclosure Agreements (NDAs), customer agreements, and other commercial contracts.

· Serve as an internal resource for contract-related matters across the organization.

2.) ERP (SAP) Sales Order Management

· Create and maintain customer sales orders in ERP.

· Validate order details, pricing, delivery terms, payment milestones, and project requirements.

· Issue internal order documentation and customer order acknowledgements.

· Process and maintain contract amendments and customer change orders.

· Ensure ERP data remains accurate throughout project execution.

· Coordinate with Sales, Project Management, and Operations to resolve order discrepancies.

3.) Invoicing & Commercial Support

· Generate down payment, milestone, progress, and final invoices in accordance with contractual requirements.

· Monitor invoicing schedules and contractual payment terms.

· Support collection activities by providing customers and internal stakeholders with required commercial documentation.

· Assist in resolving customer billing and contract-related inquiries.

4.) Insurance Administration

· Support the Finance Manager with administration of company insurance programs.

· Coordinate insurance certificates requested by customers, suppliers, and subcontractors.

· Assist with insurance renewals, claims administration, and documentation management.

5.) Cross-Functional Support

· Participate in customer order handoff and project kick-off activities when required.

· Coordinate with Sales, Finance, Project Management, and Legal to ensure contractual obligations are properly communicated and executed.

· Support continuous improvement of contract administration and order management processes.

SKILLS AND EXPERIENCES

• Bachelor's Degree in Business Administration, Finance, Accounting, Legal Studies, or a related field preferred
• 3+ years of experience in contract administration, order management, project administration, finance, or commercial operations required
• Experience working with ERP systems required; SAP experience strongly preferred
• Experience reviewing commercial contracts and customer terms and conditions preferred
• Strong attention to detail and organizational skills.
• Ability to review and interpret contractual language.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office applications.
• Ability to manage multiple projects and competing priorities.
• Problem-solving and analytical thinking.
• Ability to work effectively across departments.

SALARY RANGE

$65,000-90,000

Bonus

WHAT WE OFFER

• GLOBAL ENVIRONMENT: dynamic, flexible, avantguarde in a multinational and multicultural context.
• DIVERSITY & INCLUSION CULTURE: promoted through the Corporate Code of Ethics and dedicated programs.
• CONTINUOUS LEARNING: as a strategic asset for the development and motivation of people.
• WELLBEING: flexible working, health insurance, are just some of our initiatives to support the well-being of people and their families.

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IMA IS AN EQUAL OPPORTUNITY EMPLOYER