Contracts Administrator

Trust Automation • San Luis Obispo, CA

6d • $115,000 - $125,000 • Hybrid

About The Position

The Contracts Administrator provides comprehensive administrative support to Trust Automation's Contracts Department in support of the company's $400M IDIQ prime contract and all government contracts. This generalist role assists the Director of Contracts, Government Contracts Manager, and Subcontracts Manager with contract administration activities across both prime contracts and subcontracts. The Administrator is not a specialist but rather a versatile team member who can assist with various contracting tasks, maintain contract files, track deliverables, and ensure the department operates efficiently. This position allows for flexible work arrangements while maintaining strong collaboration with the contracts team.

Requirements

• Bachelor's degree in Business Administration, Contracts Management, or related field required
• 1-5 years of experience in contracts administration, government contracting, or related administrative role
• Basic understanding of government contracting principles or willingness to learn quickly
• Familiarity with FAR/DFARS regulations helpful but not required (training will be provided)
• Basic understanding of contract types and terminology
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) required
• Excellent organizational skills with strong attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Team player with collaborative attitude and willingness to help where needed
• Adaptable and comfortable with hybrid work environment
• Proactive in identifying ways to support the team
• Hearing and speaking to exchange information in person, on the telephone or virtually.
• Dexterity of hands, fingers, and wrist to operate a computer keyboard, calculator or assemble/manufacture intricate items.
• Seeing to read a variety of materials.
• Sitting or standing for extended period of time
• Physical agility to lift 20 pounds to shoulder height.
• Physical agility to lift, carry, push, or pull objects.

Nice To Haves

• Some exposure to government contracts or defense industry preferred but not required
• Generalist mindset: Ability to support diverse tasks across the department without requiring deep specialization

Responsibilities

• Provide administrative support to all members of the Contracts Department including Director, Government Contracts Manager, and Subcontracts Manager
• Assist with contract administration tasks across both prime government contracts and subcontracts
• Help maintain comprehensive contract files (both physical and electronic) ensuring all documentation is complete, organized, and audit-ready
• Coordinate meetings, prepare agendas, and document action items for contracts team
• Assist with department workflow management and process improvement initiatives
• Assist in maintaining contract files including original agreements, modifications, correspondence, invoices, deliverables, and compliance documentation
• Help track and monitor contract performance metrics including period of performance, funding status, deliverables, and key dates
• Support preparation of contract modifications, amendments, and administrative documents
• Assist with reviewing and processing invoices for accuracy and completeness
• Help organize and prepare documentation for audits and reviews
• Assist in maintaining tracking systems for contract milestones, deliverables, subcontractor performance, and key dates
• Help monitor contract and subcontract schedules, providing reminders to managers of upcoming deadlines
• Support preparation of status reports and presentations for internal stakeholders
• Assist with data entry and maintenance of contracts management systems
• Help track action items and follow-up activities across the department
• Assist in ensuring proper flow-down of terms and conditions to subcontractors
• Help verify subcontractor compliance documentation (insurance certificates, representations, certifications)
• Support audit preparation by organizing files and gathering requested documentation
• Assist with maintaining compliance checklists and verification records
• Help ensure all required contract administration activities are completed on schedule
• Coordinate with Purchasing Department on PO-related documentation and tracking
• Assist with communications between Contracts Department and Finance, Program Management, and other internal teams
• Help facilitate information flow between contracts team and external consultants or legal counsel
• Support proposal development efforts with administrative assistance and document preparation

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees