Contracts Administrator

Kearfott Corporation•Pine Brook, NJ

3h•$73,000 - $104,000•Onsite

About The Position

The Contracts Administrator supports the administration and execution of U.S. Government, Department of Defense (DoD), and commercial aerospace contracts throughout the contract lifecycle. This role assists with contract review, documentation management, compliance monitoring, customer communications, and coordination of contractual activities across internal functional teams. Working under the guidance of senior Contracts personnel, the Contracts Administrator helps ensure contractual obligations are understood, documented, and executed in accordance with company policies, customer requirements, and applicable regulations.

Requirements

Bachelor's degree in Business Administration, Contracts Management, Legal Studies, Supply Chain Management, Public Administration, or a related field.
1–3 years of experience in contracts administration, or an adjacent function such as procurement, program administration, or customer account support.
Experience reviewing customer purchase orders, contract terms and conditions, and contractual documentation.
Working knowledge of contract administration principles and contract lifecycle management.
Strong attention to detail and ability to manage multiple priorities.
Proficiency with Microsoft Office applications.
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 qualities.
Must be able to function effectively.
U.S. Citizenship required.

Nice To Haves

Experience with ERP, business systems, or contract lifecycle management systems is preferred.
Experience supporting aerospace, defense, manufacturing, or government contracting environments.
Familiarity with FAR/DFARS and U.S. Government contracting concepts preferred.
Familiarity with export compliance regulations, including ITAR and EAR.

Responsibilities

Prepare, review, process, and maintain contractual documents including purchase orders, non-disclosure agreements (NDAs), contract modifications, task orders, and related agreements.
Conduct initial reviews of customer purchase orders and contractual documents to identify key requirements, risks, deliverables, and required approvals.
Maintain complete, accurate, and audit-ready contract files and records.
Track contract deliverables, funding limitations, periods of performance, and contractual milestones.
Assist with contract closeout activities and document retention requirements.
Support compliance with contractual requirements, company policies, and applicable regulations.
Apply working knowledge of FAR, DFARS, ITAR, and EAR requirements as applicable.
Assist with contract clause review and flow-down requirements to suppliers and subcontractors.
Support internal audits, customer requests, and compliance reviews by gathering required documentation.
Communicate contractual obligations and requirements to internal stakeholders.
Review customer RFQs, RFPs, and purchase orders to identify contractual requirements and compliance considerations.
Assist in preparing contract-related documentation required for proposals and customer submissions.
Draft routine contractual correspondence and customer communications.
Support contract negotiations through document preparation, redlining, and coordination with senior Contracts personnel.
Serve as a point of contact for routine contract administration questions from customers and internal teams.
Partner with Program Management, Engineering, Supply Chain, Finance, Operations, and Quality teams to support contract execution.
Participate in program and customer meetings to communicate contract status, requirements, and action items.
Escalate contractual issues, risks, or concerns to management when appropriate.
Review and enter customer purchase orders into the ERP system, verifying that order details, contractual requirements, and customer specifications are accurately reflected.
Maintain contract tracking tools, databases, and ERP records.
Generate contract summaries, status reports, and other administrative reporting as required.
Support continuous improvement initiatives related to contracts processes, templates, and systems.
Work under general supervision while demonstrating increasing independence and accountability.
Prioritize workload to support customer requirements, contractual obligations, and business objectives.
Exercise sound judgment in identifying contractual issues, risks, and matters requiring management review or escalation.
Develop professional working relationships with internal and external stakeholders.
Provide responsive support to customer inquiries and contract-related requests.
Participate in customer meetings and communications as needed.
Demonstrates strong organizational, verbal, and written communication skills.
Collaborate effectively across multiple functional areas.
Contribute to team objectives and supports department initiatives.
Work independently while seeking guidance on complex contractual matters.