Overview

Job Title: Contracts Specialist

Internal Title: Administration E 

Job Location: Melville, NYSalary: $30.00-$40.00/hr 

 Administers all phases of assigned contracts from receipt to conclusion. Reviews, interprets, and recommends acceptance and/or revisions to proposed or current assigned contracts and/or proposals.

Responsibilities

• Act as the company contact for spare parts quotations. Prepares quotations and follows up with customer for receipt of purchase order.
• Review proposed contracts to ensure that the price, delivery schedule, specifications, terms and conditions are consistent with the quotation submitted.
• Obtain all approvals from a contracting agency, as necessary, to prevent unallowable expenditure of funds. Obtains additional funds for modifications of all types and prevents internal company changes without proper contractual coverage.
• Interpret customer’s requirements and specifications as required in the contract and transmits such information to the appropriate individuals within the company for compliance.
• Prepare and issues internal work authorization documents to cognizant departments detailing respective responsibilities and authorizing the charging of time and material costs.
• Assist with close-out of contracts including the final billing and retentions or disposition of customer furnished material. Makes final review and submission of required forms to ensure that all requirements of the contract have been fulfilled.
• Identify and maintains close contacts with appropriate personnel in customers’ organizations or in government agencies for the issuance, review, execution and return of contractual documents, to exchange technical information, and to be aware of potential future business.
• Prepare and processes necessary documents such as shipping instructions, contract amendments, etc.
• Maintain and controls all contract files.
• Maintain a positive work environment by professional and courteous conduct and communications with others, including supervisors, co-workers, clients, and vendors.
• Acquire and use a working knowledge and understanding of the Department of State International Traffic in Arms Regulations (ITAR), U.S. Customs regulations, and Bureau of Industry and Security Export Administration Regulations (EAR).
• Routinely interface with other business functions to assist with license requirements planning and addresses daily operations issues/questions.
• Assist Shipping and Procurement with proper production classification determinations of commodities, technology, and software.
• Ensure all required export documentation has been obtained from customers at time of order placement.
• Process all export shipping documents at time of shipment to ensure compliance; customs invoice, review packing lists, create shippers Letter of Instruction
• Interface with freight forwarders/customers to arrange the shipment. Coordinate pickup dates to meet our monthly sales requirements.
• Track AES filings and obtain proof of filing.
• Track shipment for Terms of FCA Airport for sales purpose.
• Prepare, process, and track a variety of detailed documents and reports, such as customer service job releases and database, work orders and invoices.
• Ensure that customers receive the best service possible. 
• Responsible for maintaining Customer Service Contract files.

Qualifications

• Bachelor’s degree Business Administration or equivalent
• 5 years contract management experience in manufacturing industry
• Working comprehension of contracts, ITAR and EAR a plus
• Microsoft Office proficiency required
• CostPoint experience a plus

Stellant Systems is an Equal Opportunity/Affirmative Action Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status or membership in any other group protected by federal, state or local law.

To conform to U.S. Government export regulations, the applicant must be a U.S. citizen, lawful permanent resident of the U.S. (e.g. Green Card holder), or a protected individual as defined by the International Traffic in Arm Regulations (ITAR).