Contract & Compliance Administrator

Graham Manufacturing•Batavia, NY

About The Position

The Contract & Compliance Administrator coordinates the development and review of compliant, commercially sound international and domestic sales proposals, sales contracts, purchasing contracts, service contracts, and customer purchase orders. The role proactively identifies and resolves contractual issues in accordance with company risk-management policies, supports effective negotiations and contract finalization, and provides clear interpretations of contractual obligations. At Level II, the administrator independently manages the review, drafting, and redlining of commercial terms in complex contracts. The position collaborates with departments including field sales and engineering, provides general support to employees, and assists the Export & Defense Compliance Manager. It supports export-compliance activities such as policy adherence, regulatory alignment, export classifications and authorizations, screening and due diligence, recordkeeping, and tracking export-license applications. The role manages contract-related work and deadlines, maintains records and reports, supports risk assessments and corrective actions, and develops a contracts-management database for larger repeat customers. It also contributes to improving contract templates and processes, maintains proficiency with relevant software, and develops expertise in contract administration, commercial terms, and applicable legal and export-regulatory matters. The position primarily operates in a clerical office setting and routinely uses computers, phones, photocopiers, and filing cabinets. The work requires reading, writing, analysis, judgment, planning, communication, and working under pressure. The employee must be able to work in the U.S. without sponsorship. The ability to obtain a U.S. government security clearance is desired.

Requirements

Bachelor’s degree, paralegal degree, and/or equivalent practical experience in contract management.
At least 2 years of demonstrable experience in contracts administration and management.
Positive, collaborative approach and ability to work effectively with managers, staff, and external customers.
Excellent attention to detail and strong analytical skills for interpreting complex contract language.
Exceptional written and verbal communication skills to explain contract terms and negotiate effectively.
Strong interpersonal skills and ability to collaborate with diverse stakeholders.
Ability to multitask in a fast-paced environment and manage time effectively to meet deadlines.
Proficiency in Microsoft Office Suite and SharePoint or similar document-management software.
Must be willing to work overtime as required.
Must be able to work in the U.S. without sponsorship.

Nice To Haves

Experience in an international setting.
Experience with federal and defense acquisition regulations.
Familiarity with legal and international export-regulatory issues.
Ability to obtain a U.S. government security clearance.

Responsibilities

Coordinate the production of compliant and commercially sound domestic and international proposals, sales contracts, purchasing contracts, and service contracts.
Review customer purchase orders and proactively identify and resolve potential contractual issues in accordance with company risk-management policy.
Independently review, draft, and redline commercial aspects of complex contracts.
Collaborate with field sales, engineering, and other departments to support contract negotiations and interpretations.
Provide assistance to and coordinate efforts with the Export & Defense Compliance Manager.
Support employees across the organization and ensure adherence to internal export-compliance policies, processes, and procedures.
Support alignment of export activities with government regulations, export classification determinations, export authorization needs, screening, due diligence, and export-record maintenance.
Manage a portfolio of contract-related tasks and ensure timely completion of proposal development and purchase-order reviews.
Maintain accurate records of contract reviews, negotiations, and final agreements.
Develop and use a contracts-management database for larger repeat customers to streamline work and track contractual information.
Provide clear reports on contract activities and potential risks; assist with risk assessments and track assigned corrective actions.
Track the status of export-license application submissions.
Identify opportunities to mitigate company risk and legal exposure, analyze contract terms, and recommend solutions.
Contribute to revisions and improvements of contract templates and ensure contracts meet applicable regulations and internal policies.
Maintain proficiency with relevant software and tools and follow internal contract review, negotiation, and approval processes.
Identify and recommend improvements to contract-management processes and continue developing relevant professional expertise.