Contracts Administrator

Talentify; Goleta (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health benefits

401(k) plan

Paid time off

Job summary

Talentify is seeking a Contract Administrator to support the Business Development team in Goleta, CA. You will manage contract documents, respond to inquiries, and maintain logs and databases, ensuring compliance with policy and requirements.

Responsibilities include handling FAR/DFAR flow-downs, Oracle ERP data entry, and coordination with operations, finance, and engineering to meet customer needs while protecting PDT's contractual obligations.

Qualifications

• Bachelor's degree in business or related education and experience.
• Two years' experience in Contract Administration of commercial/government contracts or equivalent.
• Familiarity with basic contract law and standard forms; strongly desired.
• Experience with FAR/DFAR compliance and obligations.
• Experience filing export licenses and related documents.

Responsibilities

• Manage integrity of and updates to order backlog for accurate shipment reporting.
• Provide overall customer service and coordinate with operations, engineering, program management, and finance.
• Prepare and administer contractual documents to sustain relationships and ensure compliance.
• Prepare proposals and re-quotes with FAR/DFAR flow-down reviews.
• Interface with customers via email/phone and interact with internal departments.
• Assist Export admin & Licensing per ITAR/EAR regulations.
• Enter data into Oracle ERP including sales orders and quotes.
• Review contractual documents for policy adherence and conformance to master agreements.
• Assist Finance with invoicing issues related to contracts.

Skills

Contract administration

Customer service

Communication

Negotiation

Education

Bachelor's degree in business or related field

Tools

Oracle ERP

Global Shop ERP

CRM systems

Job description

Position Summary

Under the supervision of the Director of Business Development, perform professional level duties supporting the Business Development Department in the areas of order management, customer service, proposal preparation and submittal, contract administration, maintenance of critical logs and databases, and customer score cards.

How you will do it

• Responsible for managing the integrity of and updates to the business’ backlog of orders to ensure accurate reporting of shipment dates and factory’s manufacturing resource planning.
• Responsible for overall customer service and works multi-functionally with the operations, engineering, program management, and finance teams to provide responses to customer inquiries or prepare for customer meetings.
• Prepares and/or administers contractual documents that establish and sustain business relationships with customers and/or partners to ensure compliance with company policy, specifications, and other requirements. Responds to inquiries regarding RFQ’s, NDA’s, CDRL’s and other general contract obligations.
• Prepares and submits proposals and production re-quotes. Includes ability to review & apply FAR/DFAR flow down compliance.
• Interfaces with customer personnel (procurement, program, engineering, etc.) via e-mail and telephone. Interact daily with other internal departments including Engineering, Quality Assurance, Operations and Finance as required.
• Assists with Export admin & Licensing in accordance with ITAR/EAR regulations.
• Enters Data into the Oracle ERP System, including sales orders and quotes.
• Assists Business Development in general clerical duties as needed.
• As required, represent Business Development at Company meetings
• Review contractual documents to ensure adherence to company policy, agreed upon specifications and requirements and conformance to master agreements.
• Assists Finance in the resolution of invoicing issues related to contracts.
• Responds to customer requests in a timely manner.
• Effective oral and written communication skills.
• Contract pricing and negotiation skills/experience.
• Ability to maintain an effective and professional demeanor in stressful and/or sometimes confrontational situations.
• Ability to maintain confidentiality and discretion.

What we look for

Education and Experience:

• Bachelor's degree in business or related education and experience.
• Order management and order book analysis.
• A minimum of two years' experience in Contract Administration of commercial and/or government contracts or a combination of education and relevant experience may be considered.
• Familiarity with basic contract law and standard legal forms and analytical reasoning - strongly desired.
• Experience with FAR/DFAR compliance and obligations.
• Experience filing Export license and other documents with DDTC & BIS.
• Experience with Oracle ERP system preferred.

Knowledge, Skills, Abilities

• Review contractual documents to ensure adherence to company policy, agreed upon specifications and requirements and conformance to master agreements.
• Managers selected quantity and value contracts.
• Disseminates Contractual information as appropriate.
• Manage entry of contractual data into appropriate Company databases (i.e. Global Shop ERP, CRM etc.) to ensure that all customer contracts and orders accurately reflect PDT’s obligations.
• Assists Finance in the resolution of invoicing issues related to contracts.
• Responds to customer requests in a timely manner.
• Ability to follow oral and written direction.
• Effective oral and written communication skills. Contract pricing and negotiation skills/experience.
• Ability to maintain an effective and professional demeanor in stressful and/or sometimes confrontational situations.
• Ability to exercise safe work habits.
• Superior knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Oracle experience a plus.
• Demonstrated ability and willingness to use AI tools to improve productivity, decision-making, work quality, and to reduce costs. The successful candidate must be able to identify appropriate AI use cases and critically evaluate AI-generated outputs
• Position is subject to ITAR restrictions

What's in it for you

• Competitive Compensation & Holiday Pay
• Great Health Benefits, and 401(k) plans
• Paid Time Off per year