Contracts Administrator

POSITION SUMMARYManage all orders from sales to shipment including contract negotiation, customer and stakeholder communications, scheduling, submittals, release to production, and invoicing. Assist all departments as needed to ensure all contractual obligations are met.ESSENTIAL FUNCTIONSReasonable Accommodations StatementTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.Essential Functions Statement(s)Review contract documents (i.e., instructions to bidders, general conditions, special conditions, Division1 and technical specifications for products offered) for custom orders before bid and advise Sales of clarifications or exceptions to include in proposals.Identify domestic purchase requirements (i.e., Buy American Act, ARRA, etc.) and advise Sales prior to bid. Ensure compliance with such requirements on awarded orders by informing all internal purchasing groups using established communication systems.Review contracts, annotate as needed to bring into compliance with proposal, and execute. Negotiate contract terms with customers and vendors.Attend preconstruction and job meetings when required.Assist Engineering with understanding specified submittal requirements. Review submittals for accuracy and compliance with contract requirements / specifications prior to submission. Assure that submittals are received, submitted, corrected, approved and distributed to Sales, Engineering and Vendors to assure delivery of materials and equipment to support progress schedules.Manage the daily details of all orders, including order processing, purchases, subcontracting, changes and coordination of all parties.Assist Purchasing in obtaining vendor documentation and defining scope changes. Work with Sales to obtain vendor quotations and coordinate such changes with Purchasing as needed.Meticulously maintain all documents and records pertaining to the contract process in a manner that complies with record-keeping practices.Assign ship dates compliant with contract requirements and work with Engineering, Production, Quality, and Shipping to ensure on-time shipments. Notify customers of delays in accordance with the contract.Receive requests, obtain estimates, update records, initiate paperwork and follow up on request for approval of work outside the initial contract scope. Resolve design and detail problems with owners, design agents, customers, and vendors. Process and approve contract changes.Administer the project payment process, adhering to defined processes and work procedures. Monitor compliance to contract requirements ensuring all conditions are satisfied before submission of the final invoice. Perform collection functions on all custom orders and assist Accounts Receivable as needed on non-custom orders.Initiate and / or conduct meetings with customers, project stakeholders, and vendors to resolve problems as needed.Interpret contract provisions, including technical specifications, to resolve claims.Respond to court filings and other legal matters within given deadlines enlisting the assistance of corporate legal department as appropriate.Assist Service Department as needed to reach final completion on each order.Make customer service the first priority by timely response to internal / external inquiries and doing all possible to ensure deliverables are supplied compliant with the project schedule and contract requirements.Perform other duties as assigned.Comply with established safety policies and procedures. Wear required Personal Protective Equipment as directed. Use appropriate tools designed for their specific job tasks. Provide feedback related to hazard assessments and / or accident investigations.Act in accordance wit Patterson's Company policies (ex. Harassment, Equal Employment Opportunity, Ethics, etc.).