Contracts Administrator - Mining

ABOUT WESTERN STATES

Since 1956, Western States Equipment Company has been a leading employer across Idaho, Oregon, Washington, Montana, and Wyoming. We are driven by our mission of solving our customers toughest challenges, guided by our core values of Safety, Excellence, Teamwork, Integrity, Accountability, and Innovation .

By joining Western States, you commit to upholding these values while contributing to our purpose of building our communities for a better tomorrow. Safety and our Customer Care Commitment remain foundational to our mission and the standard by which we measure our success.

Safety

- Actively cares, promotes, manages, and advocates for safety at Western States.  As a team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.

- Embraces our caring culture where we each care to adhere with applicable safety policies, PPE expectations and stop work authority.

Customer Care Commitments

- Convey Warmth and Empathy – Acknowledge customers and greet everyone with an authentic smile.

- Actively Listen – Give your full attention, make eye contact, avoid interrupting, and ask clarifying questions.

- Build Trust – Take ownership, act with urgency, and follow through on commitments.

- Say Thank you – Express genuine appreciation for effort, feedback, and collaboration.

ESSENTIAL FUNCTIONS:

Contract Development, Administration & Performance Management

- Develop, price, administer, and monitor TM&R, MARC, Labor Agreements, and other service contracts by creating financial models, maintenance strategies, service scopes, forecasts, renewals, amendments, and performance plans.

- Utilize Caterpillar tools including SOC, Cat Calculator Web, and SIS, along with machine population, utilization, telematics, inspection, and repair-history data to establish maintenance requirements, component-life assumptions, risk assessments, and long-term service strategies.

- Forecast labor, parts, component, travel, and maintenance costs; analyze profitability, financial performance, compliance, and contract exposure; and recommend pricing, scope, maintenance, or operational adjustments to achieve contract objectives.

- Maintain accurate contract records, pricing assumptions, maintenance schedules, approvals, supporting documentation, reporting controls, and system data throughout the contract lifecycle.

- Ensure work performed, costs incurred, maintenance activities, and service deliverables align with contractual requirements, customer commitments, and company compliance standards while identifying and resolving scope changes, variances, and contract issues.

- Coordinate with customers, PSSRs, Service Operations, Parts, and other stakeholders to validate requirements, communicate contract obligations, support invoicing and reconciliations, and execute contract reviews, presentations, approvals, renewals, and closeout activities.

- Develop reports, dashboards, forecasts, and business analyses to support contract management, maintenance planning, budgeting, strategic decision-making, and continuous improvement initiatives.

Cross-Functional and Customer Support

- Serve as a centralized resource for contract pricing, contract interpretation, financial analysis, maintenance planning, and performance reporting.

- Partner with PSSRs, Service Operations, Parts, Contract Administration, Customer Service, Field Dispatch, and Component Rebuild Centers to support contract execution.

- Communicate pricing assumptions, performance results, risks, recommendations, and contract requirements to stakeholders and customers.

- Support training, process improvements, reporting tools, system implementations, and strategic business initiatives.

- Perform other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES:

- Knowledge and use of Microsoft computer products or other comparable systems required.

- Required ability to turn data into meaningful reports to drive consistent performance in contract execution.

- Proven conflict resolution, customer experience, and negotiation skills.

- Proven skills in written and verbal communications, planning, organizing, leadership and interpersonal relationship building.

- Ability to set and manage priorities.

- Must be a self-starter and able to work without supervision.

- Must be able to fluently use a computer and basic software with the ability to learn new systems quickly.

- Ability to travel if needed.

- Consistent attendance.

EDUCATION AND EXPERIENCE:

- Bachelors degree in business administration, Construction Management, or a related field; or an equivalent combination of education and experience required.

- 1-3 years of experience in financial analysis, contract administration, equipment lifecycle management, service operations, maintenance planning, or related business function required.

- Experience analyzing financial data, costs, profitability, forecasts, budgets, and performance metrics required.

- Experience interpreting contracts, service agreements, maintenance agreements, or customer support agreements required.

- Advanced proficiency with Microsoft Excel, including data analysis, reporting, forecasting, and modeling required.

- Experience with equipment operating costs, component life cycles, warranty administration, and machine performance analysis preferred.

- Experience utilizing ERP, service management, and business intelligence systems preferred.

- Experience in the heavy equipment, mining, construction, truck, or power systems industries preferred.

- Experience working cross-functionally with sales, operations, service, and administrative teams preferred.

- Valid drivers license and acceptable driving record required.

- Must be able to communicate (speak, read, comprehend, write in English).

PHYSICAL CHARACTERISTICS:

- Ability to stand for long periods of time along with walking, sitting, repetitive climbing stairs, reaching (including but not limited to above-shoulder reaching), repetitive bending, stooping, pushing, pulling, leaning and twisting.

- Ability to lift up to 45 lbs.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. It is not intended be an exhaustive list of all responsibilities, duties, and skills required of employees in this classification.

This role is designated as safety-sensitive.