Drop Ship Billing Administrator

Contracts & Billing Administrator TriMark USA is the country's largest provider of design services, equipment, and supplies to the foodservice industry. We proudly serve our customers by providing design services, commercial equipment, and foodservice supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company. Our employees are focused on creating customized solutions for our clients to ensure they achieve their culinary goals while upholding our I.C.A.R.E. values: Integrity, Customer Service, Accountability, Respect, and Excellence. Why You'll Love It Here! + Benefits include medical, dental, vision, tuition reimbursement, pet, and legal insurance + 401k + community service day + Spotlight awards + National sales excellence awards + CFSP prep certification program Position Summary: The Contracts & Billing Administrator reports to the Senior Manager, Contracts & Billing. Located in Bedford Park, IL, this full-time, in-office role supports the efficient execution of construction contracts, billing, and administrative processes. This role requires organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Construction Services Contracts Manage and organize contract documents and records to ensure accuracy and completeness. Coordinate certificates of insurance (COI) new, copies, revisions, and renewals. Complete required forms for the sales department and handle prequalification's (new, annual, financial, and departmental requests). Maintain OCIP/CCIP registration and monthly reporting. Manage bid bonds and P&P bonds (Tinubu requests, issuance, follow-up, and documentation). Process certificate and license applications and renewals. Billing and Reporting Execute billing processes and prepare AIA Billings (G702/G703) via Textura, GCPay, Procore, and Vertical. Perform AIA job reconciliations with project coordinators and project managers. Manage lien waivers for billing, vendor, and payment. Prepare month-end reports for bonds and retention. Maintain AIA billing, bond, and retainage reports using Marlinn Daily Tracker and Smartsheet. Track and update change orders as required. Drop ship billing Data and Systems Management Maintain and analyze contract and billing data in Navision and related systems. Update and manage BIM360/ACC Cloud documentation. Support CPS procurement and financial reporting. Assist with the energy rebate program. Manage Dayforce clock codes. Payroll and Compliance Process certified payroll/prevailing wage/IC134 (MN) reporting (IDOL, LCP Tracker, OCIP). Maintain wage rate sheets and ensure compliance with reporting requirements. Collaboration and Communication Communicate effectively with internal teams and external partners regarding contract and billing matters. Collaborate across departments to resolve issues promptly. Prepare and distribute a weekly job report. Qualifications 3+ years of experience in contracts or billing administration, or equivalent military/practical experience. Experience with drop ship billing required. Experience with vendor management systems (VMS) and Navision preferred. Proficiency in Microsoft Office (Excel, Word, Outlook). Experience in the foodservice equipment and supplies industry a plus. Ability to pass a background check post-offer acceptance. Skills and Competencies Strong organizational and time management skills. Excellent written and verbal communication. High attention to detail and accuracy. Analytical, process-oriented mindset. Team player with a proactive approach to problem-solving. Adaptable to new technologies and evolving processes.

Created: 2026-03-10