Contract & Compliance Administrator in Batavia, New York at Graham Manufacturing

Position Summary:

This role serves as an internal resource, expertly coordinating the "production" of compliant and commercially sound international and domestic sales proposals, sales contracts, purchasing contracts, and contracts for services, as well as review of customer purchase orders. The Contracts Administrator proactively identifies and resolves potential issues within contract terms and conditions in line with company risk management policy while continuously seeking process improvement. This position collaborates with all departments to facilitate effective negotiation and finalization of commercial and defense related contracts in line with company policy and industry standards, and provides clear interpretation of contractual obligations.

Level II: Service – Coordinating “production” with problem solving and prevention

Resource Management (Material and People):

• Independently manage the process of reviewing, drafting, and redlining commercial aspects of complex international and domestic contracts.
• Effectively utilize internal knowledge and external resources to ensure comprehensive and accurate contract development and review.
• Collaborate effectively with field sales and engineering teams to understand their needs and provide necessary support in contract negotiations and interpretations.
• Provide assistance to and coordinate efforts with the Export & Defense Compliance Manager.
• Provide general support to employees across the organization.
• Ensure employee adherence to internally established Export Compliance policies, processes, and procedures.
• Ensure company's export activities align with relevant government regulations.
• Support determination of export classifications and identification of need for export authorizations.
• Support screening and due diligence activities.
• Assist obtaining and maintaining accurate and complete export records.
• Promote a culture of compliance and awareness throughout the organization.

Resource Scheduling, Output Management, and Reporting:

• Efficiently manage a portfolio of contract-related tasks, ensuring timely completion of proposal development and purchase order reviews for all departments.
• Maintain accurate records of contract reviews, negotiations, and final agreements.
• Develop and utilize a contracts management database for larger, repeat customers to streamline processes and track key contractual information.
• Provide clear and concise reports on contract-related activities and potential risks.
• Assist with conducting risk assessments and tracking completion of any assigned/associated corrective actions.
• Track the status of export license application submissions.

Continuous Improvement:

• Proactively identify opportunities to mitigate company risk and legal exposure in contracts.
• Analyze and interpret contract terms and conditions to provide informed opinions and solutions to potential issues.
• Contribute to the ongoing revision and improvement of contract templates to enhance clarity and minimize risk.
• Ensure contracts consistently meet evolving compliance regulations and internal policies.

Equipment & Process Maintenance:

• Maintain proficiency in utilizing relevant software and tools, including Microsoft Office and SharePoint (or similar).
• Adhere to established internal processes for contract review, negotiation, and approval.
• Identify and recommend improvements to existing contract management processes.

Professional Development:

• Continuously develop expertise in contract administration, commercial terms, and relevant legal and international export regulatory issues.

Qualifications:

To qualify for this position, an individual must possess the knowledge, training, experience and abilities required.

Education and Training

• Requires a Bachelor’s degree, Paralegal degree, and/or equivalent practical experience in contract management.

Experience:

• Possesses 2+ years of demonstrable experience in contracts administration and management.
• Experience in an international setting is considered a plus.
• Experience with federal and defense acquisition regulations is considered a plus.

Other:

• Must be willing to work overtime as required.
• Minimal travel may be required

Skills:

To perform the job successfully, an individual should demonstrate the following competencies:

• Exhibits a positive and collaborative attitude with the proven ability to work effectively with managers, staff, and external customers.
• Demonstrates excellent attention to detail and strong analytical skills to interpret complex contract language.
• Possesses exceptional written and verbal communication skills to articulate contract terms and negotiate effectively.
• Displays strong interpersonal skills to build rapport and effectively collaborate with diverse stakeholders.
• Proven ability to effectively multi-task in a fast-paced environment and manage time efficiently to meet deadlines.
• Familiarity with legal and international export regulatory issues is highly desirable.
• Proficient in Microsoft Office Suite and SharePoint (or similar document management software).

Physical and Mental Demands

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this position, the incumbent is primarily required to sit, stand, walk, stoop, and bend. Required to speak and communicate clearly with others.
• Mental demands: While performing the duties of this position, the incumbent is required to read, write, analyze data and reports, exercise judgment, develop plans, procedures and goals, present information to others and work under pressure.
• Work Environment: This job primarily operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Work Authorization/Security Clearance

Must be able to work in the U.S without sponsorship. Ability to obtain US government security clearance is desired.

This job description is not all inclusive but rather serves as a general guideline of the current needs of the position and can be modified at the discretion of management to meet current business needs. Experience and education requirements are the primary basis for awarding this position, however substitutions that are essentially equivalent may be made as they relate to the essential functions, duties, and responsibilities of this position