Contracts & Business Operations Admin

Plasma Processes LLC; Huntsville (AL); On-site; USD 55,000 - 75,000; Full time

Job summary

Plasma Processes LLC in Huntsville, AL is seeking a Contracts & Business Operations Administrator to support roughly 50% contract administration and 50% business operations. The role reports to the Contracts Manager and collaborates across departments to meet business needs and drive process improvements.

Responsibilities include preaward/postaward administration, invoicing, records management, data integrity in ERP/CRM, and cross-functional project support.

Qualifications

• Bachelor's degree in business or related field; equivalent education/experience.
• Experience in contracts, procurement, order administration, or similar crossfunctional roles.
• Strong organizational, reconciliation, reporting, records management, and MS Office skills.
• Government contracting, FAR/DFARS, ERP/CRM, ITAR/EAR, or related experience is beneficial but may be learned on the job.

Responsibilities

• Support preaward and postaward contract administration, including purchase orders, contracts, modifications, NDAs, changes, closeout, and terminations.
• Review customer orders against approved quotations, pricing, quantities, schedules, and negotiated terms; maintain accurate contract records and system data.
• Track contractual requirements, milestones, deliverables, funding, reporting obligations, and changes; communicate requirements to internal stakeholders.
• Support FAR/DFARS, government contracting, flowdowns, CUI, export control, confidentiality, and related compliance activities.
• Support proposals, quotations, RFPs, representations/certifications, contract reviews, customer coordination, and routine contract communications.
• Prepare or support contract billing, including Cost Plus, T&M, and government invoicing; track contract values, funding, invoices, balances, and reconciliations.
• Maintain complete, organized, auditable contract records and support audits, reporting, and contract closeout.
• Identify and elevate contractual, compliance, funding, scope, schedule, or other material concerns to the Contracts Manager.
• Provide administrative and accounting support, including invoice followup, receivables tracking, reconciliations, reporting, records, scheduling, purchasing, meetings, and company events.
• Coordinate customer and orderrelated activities with Operations, Engineering, Quality, Accounting, Purchasing, Shipping/Receiving, Contracts, and other departments.
• Maintain and validate information in ERP, CRM, workflow, customer portals, Microsoft Office, and other company systems; prepare reports, dashboards, trackers, and management data.
• Support operational administration, document control, business continuity, visitor/facility systems, website content, process documentation, and audit readiness as assigned.
• Assist with special projects, process improvements, research, data analysis, and crossfunctional initiatives based on business needs.
• Perform additional duties in Contracts, Administration, Accounting, Operations, Customer Service, Business Development, IT/systems, HR, Quality, or other areas based on business needs.
• Take ownership of assigned projects, coordinate with appropriate stakeholders, and provide timely status updates through completion.
• Approach changing priorities and unfamiliar assignments with flexibility, initiative, professionalism, sound judgment, and a willingness to learn.

Skills

Organization

Prioritization

Communication

Critical thinking

Problem solving

Attention to detail

Teamwork

Cross-functional collaboration

Education

Bachelor's degree in Business Administration

Contracts / Finance / Supply Chain related field

Tools

MS Office

ERP/CRM systems

Job description

Position Summary

The Contracts & Business Operations Administrator is a cross-functional position supporting approximately 50% contract administration and 50% business operations and administrative functions. The role supports the Contracts Manager while coordinating with other departments and company leadership as business needs require. Duties may evolve based on company needs and the employee's demonstrated skills, experience, and capabilities.

Essential Duties & Responsibilities

I. Contracts & Contract Administration - Approximately 50%

• Support preaward and postaward contract administration, including purchase orders, contracts, modifications, NDAs, changes, closeout, and terminations.
• Review customer orders against approved quotations, pricing, quantities, schedules, and negotiated terms; maintain accurate contract records and system data.
• Track contractual requirements, milestones, deliverables, funding, reporting obligations, and changes; communicate requirements to internal stakeholders.
• Support FAR/DFARS, government contracting, flowdowns, CUI, export control, confidentiality, and related compliance activities.
• Support proposals, quotations, RFPs, representations/certifications, contract reviews, customer coordination, and routine contract communications.
• Prepare or support contract billing, including Cost Plus, T&M, and government invoicing; track contract values, funding, invoices, balances, and reconciliations.
• Maintain complete, organized, auditable contract records and support audits, reporting, and contract closeout.
• Identify and elevate contractual, compliance, funding, scope, schedule, or other material concerns to the Contracts Manager.

Position Summary

The Contracts & Business Operations Administrator is a cross-functional position supporting approximately 50% contract administration and 50% business operations and administrative functions. The role supports the Contracts Manager while coordinating with other departments and company leadership as business needs require. Duties may evolve based on company needs and the employee's demonstrated skills, experience, and capabilities.

Essential Duties & Responsibilities

I. Contracts & Contract Administration - Approximately 50%

• Support preaward and postaward contract administration, including purchase orders, contracts, modifications, NDAs, changes, closeout, and terminations.
• Review customer orders against approved quotations, pricing, quantities, schedules, and negotiated terms; maintain accurate contract records and system data.
• Track contractual requirements, milestones, deliverables, funding, reporting obligations, and changes; communicate requirements to internal stakeholders.
• Support FAR/DFARS, government contracting, flowdowns, CUI, export control, confidentiality, and related compliance activities.
• Support proposals, quotations, RFPs, representations/certifications, contract reviews, customer coordination, and routine contract communications.
• Prepare or support contract billing, including Cost Plus, T&M, and government invoicing; track contract values, funding, invoices, balances, and reconciliations.
• Maintain complete, organized, auditable contract records and support audits, reporting, and contract closeout.
• Identify and elevate contractual, compliance, funding, scope, schedule, or other material concerns to the Contracts Manager.

II. Business Operations & Administrative Support - Approximately 50%

• Provide administrative and accounting support, including invoice followup, receivables tracking, reconciliations, reporting, records, scheduling, purchasing, meetings, and company events.
• Coordinate customer and orderrelated activities with Operations, Engineering, Quality, Accounting, Purchasing, Shipping/Receiving, Contracts, and other departments.
• Maintain and validate information in ERP, CRM, workflow, customer portals, Microsoft Office, and other company systems; prepare reports, dashboards, trackers, and management data.
• Support operational administration, document control, business continuity, visitor/facility systems, website content, process documentation, and audit readiness as assigned.
• Assist with special projects, process improvements, research, data analysis, and crossfunctional initiatives based on business needs and demonstrated capability.
• Perform additional duties in Contracts, Administration, Accounting, Operations, Customer Service, Business Development, IT/systems, HR, Quality, or other areas based on business needs and demonstrated capabilities.
• Take ownership of assigned projects, coordinate with appropriate stakeholders, and provide timely status updates through completion.
• Approach changing priorities and unfamiliar assignments with flexibility, initiative, professionalism, sound judgment, and a willingness to learn.

III. Cross-Functional & Other Assigned Responsibilities

Because this is a cross-functional position within a growing organization, responsibilities are not limited exclusively to the functions listed above. The employee may be assigned projects and responsibilities in other business areas based on company needs and the employee's demonstrated knowledge, skills, experience, and aptitude. The company intends to utilize and further develop the successful candidate's individual strengths. Additional assignments do not necessarily indicate a permanent change in the employee's primary job function.

Ideal Candidate Profile

• Highly organized, adaptable, and comfortable managing varied responsibilities and changing priorities.
• Enjoys both detailed contract work and broader business/administrative responsibilities.
• Strong followthrough, communication, judgment, problemsolving, and systems aptitude.
• Able to work independently, recognize issues requiring escalation, and learn new processes quickly.
• Comfortable in a crossfunctional environment where responsibilities may evolve.

Qualifications

Core Qualifications

• Bachelor's degree in Business Administration, Contracts, Finance, Supply Chain, or related field preferred; equivalent relevant education and experience considered.
• Relevant experience in contracts, procurement, order administration, accounting/business support, customer coordination, or a similar crossfunctional role preferred.
• Strong organizational, communication, reconciliation, reporting, recordsmanagement, and Microsoft Office skills.
• Ability to manage multiple priorities and detailed work accurately while maintaining confidentiality.
• Government contracting, FAR/DFARS, ERP/CRM, government invoicing, CUI, ITAR/EAR, manufacturing, aerospace, or defense experience is beneficial but may be learned on the job.

Knowledge, Skills & Abilities

• Strong organization, prioritization, communication, critical thinking, problem solving, attention to detail, teamwork, and crossfunctional collaboration.
• Ability to work independently, take initiative, follow through, appropriately elevate issues, and shift between detailed analytical work and routine administrative tasks.
• Ability to read and compare contractual, pricing, scheduling, financial, and administrative documentation and recognize inconsistencies, missing information, and potential concerns.
• Ability to handle confidential, proprietary, exportcontrolled, CUI, and other sensitive information in accordance with company procedures.

Additional Expectations

The approximate 50% Contracts / 50% Business Operations allocation is a general guideline and may vary based on workload, customer requirements, organizational priorities, and the employee's demonstrated skills and capabilities. The employee is expected to understand the limits of delegated authority, elevate contractual or compliance matters requiring management review, maintain accurate and timely records, and approach new assignments with flexibility and professionalism. This description is not an exhaustive list of all duties, responsibilities, or qualifications.

Acknowledgment

This job description describes the general nature and level of work performed and is not an exhaustive list of all duties, responsibilities, or qualifications. Duties and priorities may be modified or reassigned consistent with business needs, workload, and the employee's demonstrated skills and capabilities.

We require all employees to comply with all applicable laws, regulations, rules, and regulatory orders. Plasma Processes is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other characteristic or non-merit-based factor made unlawful by federal, state, or local laws.

This job description is intended to assist in complying with the Americans with Disabilities Act (ADA), which prohibits discrimination against qualified individuals with disabilities who, with or without “reasonable accommodation”, can perform the essential functions of the job. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.