Assistant to the Contract Administrator/Estimator

Job Title: Assistant to the Contract Administrator/Estimator

Position Overview:
We are seeking a highly organized and proactive individual to support the Contract Administrator/Estimator in all aspects of contract administration, estimation, and project coordination. The Assistant to the Contract Administrator/Estimator will work closely with the Contract Administrator/Estimator to ensure the smooth execution of contracts, help maintain schedules, manage documentation, and assist in estimating and pricing tasks. This role requires a detail-oriented individual with excellent communication skills, a strong work ethic, and the ability to handle multiple tasks simultaneously.

Key Responsibilities:

• Contract Administration Support:
  Assist in the management and coordination of contract-related activities, including tracking milestones, deadlines, and deliverables. Ensure timely documentation and filing of contracts, amendments, and related correspondence.

• Document Preparation and Review:
  Assist in preparing, reviewing, and organizing contract documents. Help ensure that all terms, pricing, and schedules meet company standards and are aligned with the Contract Administrator's expectations.

• Communication and Coordination:
  Serve as a point of contact for internal and external teams to facilitate contract-related communication. Liaise with various departments to ensure smooth contract execution.

• Estimation Assistance:
  Support the Contract Administrator/Estimator in preparing cost estimates, budgets, and proposals. Assist in gathering required data, reviewing specifications, and ensuring that estimates meet the required guidelines.

• Scheduling and Monitoring:
  Assist in monitoring contract performance, keeping track of timelines, deliverables, and any potential delays. Provide regular updates to the Contract Administrator/Estimator regarding contract progress and help resolve any discrepancies.

• Compliance and Documentation Management:
  Ensure all contracts and amendments are fully compliant with internal standards, regulations, and legal requirements. Assist in maintaining and organizing records for easy retrieval and reference.

• Customer Interaction Support:
  Assist in communicating with customer representatives regarding contract-related matters, including status updates, issues, and changes. Help address inquiries and maintain positive relationships with customer representatives.

• Task Prioritization and Time Management:
  Assist in managing multiple tasks and contracts simultaneously, ensuring all deadlines are met efficiently and effectively.

Qualifications:

• Experience:
  2-4 years of experience in contract administration, project coordination, or a similar role, with exposure to federal government contracting, including familiarity with FAR/DFARS regulations.

• Industry Knowledge:
  Familiarity with ship construction and repair terminology or similar technical fields is preferred.

• Skills and Competencies:

  • Strong organizational skills with attention to detail and the ability to manage multiple priorities.

  • Excellent written and verbal communication skills.

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) with the ability to learn new software systems quickly.

  • Ability to collaborate effectively across various departments and communicate clearly with external clients.

• Personal Attributes:

  • Strong analytical and problem-solving skills.

  • Ability to work independently and as part of a team.

  • Strong work ethic with the ability to meet deadlines and handle pressure effectively.