PURPOSE AND SCOPE:

Supports FME Canada’s mission, vision, core values and customer service philosophy.  Adheres to the FME Canada Compliance Program, including following all regulatory and division/company policy requirements.

Under the direction of the Supervisor, Contract Management, this individual is responsible for all customer proposals and contracts administration. This individual will work within the Sales department and collaborate closely with the Marketing and Finance department.

DUTIES / ACTIVITIES:

CUSTOMER SERVICE:

Responsible for driving the FME Canada culture through values and customer service standards.

Accountable for outstanding customer service to all external and internal customers.

Develops and maintains strong relationships through effective and timely communication.

Takes initiative and action to respond, resolve and follow-up regarding customer service issues with all customers in a timely manner.

PRINCIPAL RESPONSIBILITIES AND DUTIES:

Monitor and search for proposal or bid opportunities that are posted by customers across Canada and update sales and Senior Management of these opportunities on a regular basis.

Review RFP documents and contract templates for legal requirements and contractual obligations.

Coordinate with other departments and ensure that all proposal responses are complete, of high quality, meet all RFP requirements and are delivered to and received by the customer on time.   

Create templates for RFP responses that can be accessed by all sales and marketing personnel.

Be responsible for forwarding all RFP, Contract Terms and Conditions and RFP responses to legal counsel and Compliance for review and approval or follow steps to ensure adherence to FME Canada Compliance Policies.

With manager’s and with legal counsel’s input and guidance, negotiate terms and conditions of contracts with customers.

Write proposals and complete the contract and quote templates professionally in English and French, sometimes in conjunction with the Managing Director, Territory Managers, Marketing/Product Managers, Finance Business Partner and Supervisor, Contract Management.

Create a Contract Tracking System to track the expiry of all contracts and proposals (both Fresenius and the competition) and generate reports for the field and Senior Management which show contract expiry dates, product categories, the value of the contracts and market shares.

Be responsible for entering and maintaining all contract data including pricing into the software systems.

Analyze and manage all contract queries, support the Territory Managers (TM) relative to contract questions and opportunities and be the expert resource regarding the contract.

Build relationships with Group Purchasing Organizations, Shared Service Organizations and customers.

File and archive all contracts, amendments, backup, correspondence, approvals and RFPs within the corporate office, ensuring that the data in the file is easily accessible and is the most current.

Ensure that a financial analysis is completed for each RFP and for each quote where applicable and is filed accordingly.

Create contract summaries and ensure contract execution in accordance with the contract terms.

Proactively review and revise department processes with management approval to ensure compliance with company policies and to improve efficiencies.

Complete the quote process steps as per applicable SOPs, including quote receipt, amendment creation and any required system updates.

Be backup to the department teammates.

Other duties as assigned.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

Requires substantial amount of time at computer inputting, documentation, etc.    Travel on occasion may be required.

EDUCATION:

Post-secondary education in business administration, marketing or sales or commensurate experience is required.

Certification or formal education in business writing an asset

A minimum of three (3) years’ experience as a contract specialist or similar role in office environment.

Must be fluently bilingual (French/English, oral and written)

Proficiency in Microsoft Office Suite and database systems required

Excellent communication skills both oral and written with internal and external customers.

Excellent attention to detail required

Ability to multitask, prioritize a variety of tasks and meet deadlines

Strong team player

Customer focused and able to assess implications of actions

Understanding of the healthcare industry is desired.

CRM and/or AX and/or ERP experience preferred

Internal Contacts: Sales, Marketing, Finance, Customer Service, Logistics, Operations

External Contacts: Group Purchasing Organizations, Shared Service Organizations, Customer Contracting Departments, FME Canada Legal Council

SUPERVISION:

Not applicable

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.