Contract Administrator

The Contract Administrator will handle all aspects of contract management (federal, state, municipal, GPO, university and consortium contracts) including drafting, reviewing, negotiating, and providing interpretation to management and staff. Familiarity with legal requirements, terms and conditions, and the ability to maintain organized and detailed records are essential. Additionally, this role involves accurately analyzing, reviewing, and processing quote requests for bids and proposals in compliance with product specifications. The Contract Administrator ensures accurate bid responses, order processing, and successful negotiation and coordination of awarded contracts. This position reports to the CRM Director and requires strong analytical skills, attention to detail, and the ability to collaborate with internal and external stakeholders to ensure contract compliance and customer satisfaction.

For 75 years, The Baker Company in Sanford, ME, has been at the forefront of developing innovative solutions for air containment, contamination control, and controlled environments. Our products, including biological safety cabinets, clean benches, fume hoods, and pharmacy isolators, offer unmatched user and product protection for various applications. We design and build the equipment that is used every day in cutting-edge biological and pharmaceutical research by some of the world's leading companies and research organizations.

DUTIES AND RESPONSIBILITIES

• Maintain and manage the administration of all universities, consortium, government, purchase agreements and group purchasing organization (GPO) contracts. This includes supporting active negotiations and support of new contracts and contract renewals
• Analyze and mitigate potential risks that contract changes may pose to the organization
• Ensure contracts are executed in accordance with corporate strategies and budget guidelines
• Maintaining detailed and up-to-date contracts records and documentation
• Ensure that contracts and proposals are properly entered into organizational databases and securely maintained. Review and support process contract renewals, product additions/removals, and price change notifications for group purchasing agencies, universities, and government entities
• Negotiate contract terms with internal and external business partners
• Prepare monthly/quarterly fee reporting, as required, for GPO / government entities. Ensure all deadlines and conditions described in contracts are met (e.g. payments and shipping)
• Accurately reviews and responds to all written and verbal requests made by contractors, customers, or sales representatives for requests for RFQ’s, bids & quotes and proposals in accordance with specifications in a timely manner
• Enters requests (i.e. case calls) to engineering for any special modification required in RFQ’s.
• Respond promptly and accurately to correspondence; follow up on contractor orders for units and parts, including requests for drawings, reviews of contractual terms and conditions, shipping dates and delivery, performance bonds, certificates of insurance, OSHA and union requirements, if any and special billing forms, etc.
• Coordinate and provide timely follow‑up with sales representatives on all quotes or for firm contract job orders, as per the RFQ specified unit specifications
• Prepare all closeout documentation to ensure payment of retainage
• Prepare and maintain a bids in process spreadsheet. Provide weekly updates and monthly metrics on bid processing status.
• Ensure timely updates to the CRM system by providing the Salesforce Administrator with current price lists for GPOs, universities, consortiums, and GSA, including aftermarket pricing
• Identify and follow up on potential leads for Contractor orders of any unit size under direction of RM.
• Review AIA specification per CSI format pertaining to the model family under direction of Sales and Engineering.
• Resolve any contract-related issues that come up, whether internally or externally
• Assist with training on contract practices and negotiations for junior staff
• Process quotes, purchase orders, and warranty calls. Prepare new customer forms for any new customer for credit review
• Support Customer Service in answering incoming queue calls
• Adhere to all safe work practices and contribute to the health, safety, and environmental program and culture.
• Make every effort to focus on doing it right to make sure the customer is happy or satisfied with our units.
• Provide value to our customers by using Lean tools and concepts to identify and eliminate waste in all forms (scrap/rework, transportation, motion, waiting, inventory, over production, over processing, and under-utilization of people). Uses systemic thinking by seeing processes from end to end and works to challenge the status quo to eliminate the root cause of problems. Is involved in individual and/or team activities that involve using Lean tools and concepts to improve the flow of information and material.
• Performs other duties as assigned

KEY PERFORMANCE METRICS:

• Order Accuracy Rate: Maintain (high) order accuracy rate
• Bid Response Time: Respond to bid requests within 24-48 hours.
• Contract Establishment/Renewal Efficiency: Negotiates with new contracts/agreements and keeps existing contracts renewals and reporting current and according to the goals.
• Customer Satisfaction Score: Maintain a satisfaction rating according to the goal.
• Internal Support Effectiveness: Provide timely and effective support to internal sales partners and address their feedback constructively.
• Call Log Tracking: Maintain accurate inbound and outbound call records.
• Data Management: Ensure accurate and up-to-date logging of contract data.
• Territory Management: Effectively track and manage contract coverage within assigned territories.
• Product Knowledge: Demonstrate a thorough understanding of products and their applications.

PHYSICAL REQUIREMENTS:

• Ability to sit for extended periods of time while working on a computer

MINIMUM REQUIREMENTS

• 2-3 years prior experience in customer service and contract administration required, in a manufacturing environment preferred.
• 1-2 years’ experience managing government contracts in a manufacturing environment, including reviewing contract terms, ensuring compliance with agency regulations, and coordinating with internal teams to meet contractual obligations.
• Demonstrated track record of contract business growth year over year
• Bachelor’s degree in business administration, Life Sciences, or a related field preferred.
• Experience with CRM systems such Salesforce a plus
• Able to work under pressure and meet deadlines.
• Able to work with customers, service representatives, technical service representatives, and 3rd party service providers.
• Proficient in Microsoft Office and Outlook
• Must have strong organizational, oral, and written communications skills.
• Must have good mechanical inclination and have basic blueprint understanding.
• Strong interpersonal skills, high energy level, ambition, and demonstrated ability to solve problems.

BENEFITS

• Medical and Dental
• Company Paid Health Reimbursement Account
• Flexible Spending Accounts
• Life and Disability Insurances
• 401(k) and Company Profit Sharing Plan
• Gym Membership Reimbursement
• Paid Time Off
• And More!

Equal Opportunity/Affirmative Action Employer