Contracts Administrator

Kearfott Corporation•Pine Brook, NJ

32d•$73,000 - $104,000

About The Position

The Contract Administrator will be responsible for serving as the primary customer liaison and managing the contracting officer or Buyer relationship for all assigned programs and product offerings, with the focus to: Serve as principal negotiator on proposals above and below the TINA threshold. Generate written correspondence as required to manage the assigned programs with appropriate interface from engineering and program management, demonstrating judgment when to elevate contractual issues or program issues to next-level management. Develop internal relationships with Program Managers, Engineers, Finance Analysts, Business Development, and others to successfully support customer programs and orders. Manage strategic initiatives with customers, including vendor-managed inventory, kaizen events, SIOP, etc. Monitor and manage day-to-day activities related to customer quotes, purchase orders, and shipments. Review customer terms and conditions and establish recommendations for management approval. Track open contracts, funding levels, export authorizations, and agreement validity as needed to support the Contracts Department. Actively ensure contractual compliance throughout the lifecycle of the assigned programs. In addition, this position may have general responsibilities for the coordination of functional area activities, working with the entire Contracts team, financial reporting, demand management (SIOP), and talent development/training.

Requirements

Must be highly organized and thoroughly attentive to detail in all actions.
A successful candidate will be energetic, outspoken, self-motivated, and constructive in his or her approach.
Must have excellent verbal, written, and interpersonal skills and be able to communicate across all levels and functions of the organization.
Must possess teamwork and leadership qualities, with the ability to train and mentor others.
Must be able to function effectively and independently and meet deadlines with minimal supervision.
BA/BS required, Business, Accounting, Communications, or Marketing preferred.
Minimum of 2 years’ experience in contracts management, program management, account management, or similar areas of responsibility.
Must be proficient in Microsoft Office software. Experience with new business system implementation preferred.
Knowledge of US Government contract administration, including all FAR and DFARS regulations, preferred.
Must be a US Citizen.

Responsibilities

Act as the first point of contact for all customer-related inquiries (phone, email, and fax). Coordinate customer interfaces, including conference calls, on-site visits, visits to the customer facility, and communications.
Coordinate customer forecasts, quotations, and order submissions with customer contacts and internal individuals as required. Take appropriate actions to discuss with the customer any discrepancies.
Develop TINA-compliant pricing proposals, respond to RFPs, and lead negotiations within management-approved guidelines.
Sufficient knowledge of UCC, FAR/DFARS to conduct terms and conditions reviews and lead customer negotiations within management-approved guidelines.
Develop, maintain, and administer appropriate pricing on quotations in conjunction with management review and approval.
Enter and release orders in the ERP system with sufficient detail and support to ensure delivery of the ordered product in accordance with all applicable customer specifications, and in accordance with standard practices and procedures.
Track customer orders throughout the production phase to ensure any delays or design issues that impact quality or delivery are conveyed appropriately and expeditiously to the customer.
Monitor contracts, agreements, and purchase orders to ensure full compliance with given terms and conditions.
Monitor customer-provided metrics as well as internal metrics and assure alignment. Coordinate metric reviews with customers as required to ensure actual performance is accurately displayed in customer metrics.
Develop and maintain good working relationships with customer contacts. Learn about customer programs and applications, and look for opportunities to encourage additional sales.
Maintain complete and accurate files to facilitate internal administration and audits.
Evaluate position responsibilities, processes, and tasks for improvements towards a leaner and efficient workflow.
Coordinate with the Contracts team on functional area initiatives.
Act as a leader and mentor to develop core talent on the team and monitor compliance with processes.
Manage functional area financial reports, including bookings, sales, backlog, SIOP, and Board Packages, as required.
Maintain an awareness of EAR and ITAR compliance regulations and provide contract-related assistance to the Trade Compliance team where needed.
Other duties as required.