Contract Administrator

Contract Administrator

Company Mission: Assure customer satisfaction by the timely design, development, manufacturing, and support of cost-effective, reliable hoists, winches, cargo hooks, weapons handling systems, motion control, and equipment for the aerospace and defense markets.

Organization: As a Contracts Administrator, your facilitation and day-to-day support of the customer is critical to the success of the organization.

Team Mission: Facilitate outstanding customer support through the appropriate management and execution of sales and marketing of products and solutions, business development, contract support, training, and the administrative management of repairs, overhauls, and product quality.

Customer/Territory: Your customers consist of Original Equipment Manufacturers (OEMs), Authorized Service Centers, Department(s)/Ministries of Defense, and civilian/civil companies. Principal areas of responsibility (AOR) will be assigned and may vary based on the business unit supported.

Administrators may be assigned a primary and secondary area of responsibility, or a functional business unit responsibility that is broader in responsibility and scope than a primary and secondary area of responsibility. Secondary supporting actions will be assumed during surges and the absence of employees.

Essential Functions:

1. Act as a primary point of contact with customers in the assigned area of responsibility by facilitating purchase orders, quotes, contract management and compliance, and general communications both internal to Breeze-Eastern and with external organizations in support of the previously listed items. This includes all facets of the business (new production, spare components and parts, overhaul & repair).
2. Monitor and track performance against the Company's contractual objectives and obligations. Maintain internal metrics and monitor customers' metrics to ensure that Breeze-Eastern maintains a positive reputation through supporting the customer base.
3. Maintain accurate records of current and past contractual transactions as required by law, customer requirements, or internal requirements, both physical and online.
4. Support and advise the Account Manager in actively monitoring performance trends that affect present or future business with the customers; alert management of positive and negative performance trend changes.
5. Act as a backup on adjacent territories in the event of the absence of a team member, in the case of overflow work, or transferred accounts from one individual to another.

Essential Tasks:

1. Communicate with the customer and disseminate information between the customer and the internal organization. This includes but is not limited to:
2. Acknowledge/respond to all email correspondence and calls within 24 regular business hrs.
3. Provide order status as directed or requested (order acknowledgement, ship date, schedule changes, shipment status pertaining to any new/spare/ overhaul & repair orders as etc.).
4. Communicate with operations, the territory account manager, and the appropriate Business Unit Manager to facilitate customer reschedule requests (pull-in / push-out of orders).
5. Coordinate shipping instructions with the customer and operations and provide shipping documentation as required.

1. Respond rapidly to customer requests for quotations. All quotations are generated and cataloged in the ERP system. Involve the appropriate level of management, depending on the size and scope of the products or services, for approval as required. This includes but is not limited to:
2. Provide standard price list quotations and process non-price list RFQs for approval within 24 regular business hrs.
3. Process repair and overhaul quotations within 48 regular business hours of pricing approval.
4. Initiate and close Pricing Proposal Action Requests as required.
5. Screen RFQs, RFPs, and Pricing Proposal Action Requests for accuracy, appropriate part adequacy, and suitability relative to the customer and business unit overall objective alignment. Ensuring restricted or constrained parts are appropriately aligned with the business unit's and customer support plan.
6. Maintain access to all relevant customer and government portals

1. Purchase Orders - Review the customer-requested products and services against the quotation. Resolve any differences between the quotation and purchase order in a timely, professional manner.

1. Order Entry - accurately enter all purchase orders and change orders to ensure maximum efficiency for the organization. This includes but is not limited to:
2. Orders shall be entered within 48 regular business hours to the maximum extent practical.
3. B-E order confirmations shall be provided upon entry.
4. Verify part number and price against the relevant quotation/price list.
5. Review the T&C's for compliance.
6. Complete purchase order/contract review checklist.
7. Attach all relevant back-up documentation in the ERP system to the customer order.

1. Overhaul and Repair - provide administrative support to overhaul and repair orders. This includes but is not limited to:
2. Provide Return Material Authorizations (RMA) to customers as required. Provide RMA responses within 24 regular business hrs. of request.
3. Induct customer assets into the overhaul and repair database, select routings, and establish baseline documentation within 48 hours of the shop induction process.
4. Maintain accurate records of the order. Attached all order back-ups to the ERP and database as required. File necessary hard copies as required by regulations.
5. Generate vendor purchase orders as required for specified material
6. Process workflow as required through the customer portal

1. Terms and Conditions - identify orders where Breeze-Eastern T&C's do not apply. Seek approval from management as required for any variances. Identify and accurately reflect unique customer requirements in the ERP system.

1. Forecasting - enter or decrement forecast orders based on customer expectations, management direction, and/or receipt of customer orders.

Compliance with governing regulations. This includes but is not limited to:

1. US Government Federal Acquisition Regulations
2. Defense Federal Acquisition Regulations
3. ITAR - International Traffic in Arms Regulation
4. FAA - Federal Aviation Regulations
5. AS9100 Quality Requirements
6. OEM specific compliance requirements
7. Internal Procedures

Supervision Received, Exercised, and Contacts:

This position is not a supervisory role. The position reports to the Contract Administration & Marketing Manager. You are authorized to communicate directly with the customers and are expected to provide timely and accurate answers to the customers' questions. You are expected to make position-level, prudent, accurate, and timely decisions. You are critical to the process of sourcing timely and accurate information to the Contract Administration & Marketing Manager and Account Managers that is appropriate to customers' unique circumstances and events that support management-level decisions.

In addition, you are authorized to negotiate with customers on simple contractual T&C's and prices only when specifically stated by your management team. The position requires interaction on a daily basis with all areas of Breeze-Eastern staff in order to coordinate responses to customer requests and/or issues. Responses must be in conjunction with and consistent with communication from other functional areas of Breeze-Eastern to the customer.