Senior Contracts Administrator

Kearfott Corporation•Pine Brook, NJ

12h•$104,000 - $130,000•Hybrid

About The Position

The Senior Contracts Administrator is responsible for the administration, negotiation, and management of U.S. Government, Department of Defense (DoD), and commercial aerospace contracts throughout the contract lifecycle. This position serves as the primary contractual resource for assigned programs, supporting proposal activities, contract review, negotiations, contract administration, compliance, and customer communications. The Senior Contracts Administrator works independently while partnering closely with Program Management, Engineering, Supply Chain, Finance, Operations, Quality, Business Development, and Trade Compliance to ensure contractual requirements are understood, communicated, and executed in accordance with company objectives and customer expectations. This role also provides guidance and mentorship to less experienced Contracts team members.

Requirements

Bachelor’s degree in Business Administration, Contracts Management, Legal Studies, Finance, Supply Chain Management, Public Administration, or a related field.
4+ years of experience in contract administration, government contracting, commercial contracting, or a related discipline.
Experience supporting U.S. Government, DoD, aerospace, defense, manufacturing, or similarly regulated industries.
Demonstrated experience reviewing and negotiating contractual terms and conditions.
Working knowledge of FAR, DFARS, contract types, contract lifecycle management, and government contracting principles.
Experience administering various contract types, including Firm Fixed Price (FFP), Cost Reimbursable, Time-and-Materials (T&M), IDIQ, or similar contract vehicles.
Experience supporting government proposal activities, including cost and pricing submissions and Truthful Cost or Pricing Data (formerly TINA) requirements.
Familiarity with ITAR and EAR requirements.
Proficiency with Microsoft Office applications and ERP/business systems.
Strong analytical, organizational, problem-solving, and customer service skills.
U.S. Citizenship required.
Ability to travel up to 10% as needed.

Nice To Haves

Experience supporting both government and commercial contracts.
Familiarity with DCAA, DCMA, CPSR, or customer audit environments.

Responsibilities

Administer assigned government and commercial contracts throughout the full contract lifecycle, including proposal review, contract award, execution, modification, and closeout.
Review customer purchase orders, contracts, and contractual documents to identify key requirements, deliverables, risks, and compliance obligations.
Analyze contract terms and conditions and develop recommendations consistent with company policies and business objectives.
Monitor contract funding status, limitations, periods of performance, deliverables, reporting requirements, and customer obligations.
Manage contract modifications, option exercises, extensions, and other contractual actions.
Maintain complete, accurate, and audit-ready contract files and records in accordance with company procedures and customer requirements.
Draft, review, negotiate, and administer a variety of contractual agreements.
Review customer terms and conditions, assess contractual and business risks, and develop recommendations for management approval.
Lead negotiations of routine to moderately complex contractual terms and conditions within delegated authority limits.
Identify contractual risks, ambiguities, and non-standard provisions and recommend appropriate mitigation strategies.
Review RFPs, RFQs, and customer solicitations to identify contractual requirements, compliance obligations, pricing considerations, and business risks.
Support the preparation and review of government proposal submissions, including representations and certifications, cost and pricing documentation, and compliance with Truthful Cost or Pricing Data requirements when applicable.
Coordinate with Program Management, Finance, Business Development, and Operations during proposal preparation, pricing activities, and contract negotiations.
Support the development and review of cost and pricing documentation for government and commercial proposals.
Prepare contractual correspondence, notifications, and customer communications.
Interpret and apply FAR, DFARS, agency supplements, and company policies in support of assigned programs.
Ensure compliance with contractual obligations, customer requirements, and internal procedures throughout the contract lifecycle.
Support compliance with export regulations, including ITAR and EAR requirements.
Review and implement contractual flow-down requirements to suppliers and subcontractors as applicable.
Monitor contract performance against key contractual requirements and identify corrective actions when necessary.
Support internal audits, customer audits, DCAA reviews, DCMA inquiries, CPSR reviews, and other compliance assessments through documentation preparation and contract file management.
Serve as the primary contractual point of contact for assigned customers, Contracting Officers, buyers, and authorized customer representatives.
Develop and maintain productive customer relationships to facilitate effective contract administration and issue resolution.
Advise Program Managers and internal stakeholders regarding contractual obligations, scope changes, customer requests, funding limitations, contractual risks, and compliance requirements.
Participate in customer meetings, program reviews, and contract discussions as the contractual representative.
Coordinate with Engineering, Supply Chain, Operations, Quality, Finance, and Trade Compliance to resolve contractual issues and support customer requirements.
Review and enter customer purchase orders into the ERP system, ensuring accuracy and alignment with contractual requirements.
Maintain contract tracking systems, databases, funding reports, and reporting tools.
Prepare contract summaries, funding reports, status updates, and management reports.
Monitor contract performance metrics and support reporting requirements as requested by management or customers.
Support continuous improvement initiatives related to contracts processes, procedures, templates, and systems.
Provide guidance, training, and mentorship to Contracts Administrators and other team members.
Share best practices related to contract administration, compliance, customer communications, and negotiation strategies.
Support departmental initiatives and contribute to the development of efficient contract management processes.
Assist in developing and maintaining standardized contract administration procedures and tools.
Work independently with minimal supervision while managing multiple priorities and deadlines.
Prioritize workload to support customer requirements, contractual obligations, and business objectives.
Exercise sound judgment in identifying contractual risks, business impacts, and matters requiring management review or escalation.
Develop recommendations and solutions for routine contractual issues and customer requests.
Develop and maintain strong working relationships with customers, suppliers, and internal stakeholders.
Respond promptly to customer inquiries and contract-related requests.
Lead routine customer meetings and contractual discussions within assigned areas of responsibility.
Represent the Contracts function in cross-functional and customer-facing activities.
Demonstrate excellent organizational, verbal, and written communication skills.
Communicate effectively with internal and external stakeholders at all levels of the organization.
Collaborate effectively across Program Management, Engineering, Finance, Supply Chain, Operations, Quality, Business Development, and Trade Compliance functions.
Contribute to team objectives while fostering a collaborative and customer-focused work environment.
Provide guidance and support to junior team members while promoting knowledge sharing and professional development.