Contracts Administrator

Job Description:

Under the supervision of the Director of Business Development, perform professional level duties supporting the Business Development Department in the areas of order management, customer service, proposal preparation and submittal, contract administration, maintenance of critical logs and databases, and customer score cards.

How you will do it:

Responsible for managing the integrity of and updates to the business’ backlog of orders to ensure accurate reporting of shipment dates and factory’s manufacturing resource planning.

Responsible for overall customer service and works multi-functionally with the operations, engineering, program management, and finance teams to provide responses to customer inquiries or prepare for customer meetings.

Prepares and/or administers contractual documents that establish and sustain business relationships with customers and/or partners to ensure compliance with company policy, specifications, and other requirements. Responds to inquiries regarding RFQ’s, NDA’s, CDRL’s and other general contract obligations.

Prepares and submits proposals and production re-quotes. Includes ability to review & apply FAR/DFAR flow down compliance.

Interfaces with customer personnel (procurement, program, engineering, etc.) via e-mail and telephone. Interact daily with other internal departments including Engineering, Quality Assurance, Operations and Finance as required.

Assists with Export admin & Licensing in accordance with ITAR/EAR regulations.

Enters Data into the Oracle ERP System, including sales orders and quotes.

Assists Business Development in general clerical duties as needed.

As required, represent Business Development at Company meetings

Review contractual documents to ensure adherence to company policy, agreed upon specifications and requirements and conformance to master agreements.

Assists Finance in the resolution of invoicing issues related to contracts.

Responds to customer requests in a timely manner.

Effective oral and written communication skills.

Contract pricing and negotiation skills/experience.

Ability to maintain an effective and professional demeanor in stressful and/or sometimes confrontational situations.

Ability to maintain confidentiality and discretion.

What we look for:

Education and Experience:

Bachelor’s degree in business or related education and experience.

Order management and order book analysis.

A minimum of two years’ experience in Contract Administration of commercial and/or government contracts or a combination of education and relevant experience may be considered.

Familiarity with basic contract law and standard legal forms and analytical reasoning – strongly desired.

Experience with FAR/DFAR compliance and obligations.

Experience filing Export license and other documents with DDTC & BIS.

Experience with Oracle ERP system preferred.

Knowledge, Skills, Abilities:

Review contractual documents to ensure adherence to company policy, agreed upon specifications and requirements and conformance to master agreements.

Managers selected quantity and value contracts.

Disseminates Contractual information as appropriate.

Manage entry of contractual data into appropriate Company databases (i.e. Global Shop ERP, CRM etc.) to ensure that all customer contracts and orders accurately reflect PDT’s obligations.

Assists Finance in the resolution of invoicing issues related to contracts.

Responds to customer requests in a timely manner.

Ability to follow oral and written direction.

Effective oral and written communication skills. Contract pricing and negotiation skills/experience.

Ability to maintain an effective and professional demeanor in stressful and/or sometimes confrontational situations.

Ability to exercise safe work habits.

Superior knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Oracle experience a plus.

Demonstrated ability and willingness to use AI tools to improve productivity, decision-making, work quality, and to reduce costs. The successful candidate must be able to identify appropriate AI use cases and critically evaluate AI-generated outputs

Position is subject to ITAR restrictions

What's in it for you:

Competitive Compensation & Holiday Pay

Great Health Benefits, and 401(k) plans

Paid Time Off per year

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