Contracts Administrator

Job Description

Job Description

Trust Automation

Trust Automation is a government contractor and has over 35 years of experience in custom motors, linear drives, digital drives, and systems which meet the unique needs of its customers. Its product line includes motors, linear drives, digital drives, custom assemblies, and products to fit unique applications and ground-up system design and manufacturing solutions. We design, build and support control and power management systems for the most demanding defense, semiconductor, industrial automation, and medical applications.

Trust Automation is an equal opportunity employer and committed to attracting, hiring, developing, and retaining a skilled, productive, and diverse workforce, personnel with competencies and experience related to the regional and State population. Every employee has an "at-will" relationship with Trust Automation. This means that employment with Trust Automation is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice.

Job Summary

The Contract Administrator supports the Contracts Manager and Contracts Director in the day-to-day administration of a portfolio of defense and commercial contracts. This role plays a key part in maintaining contract files, tracking milestones and deliverables, ensuring compliance documentation is complete and audit ready, and coordinating across internal departments to keep contract execution on track. The ideal candidate is detail oriented, organized, and eager to develop broad knowledge across government and commercial contracting, including familiarity with FAR and DFARS regulations, a variety of contract types, and subcontract administration. This position reports to the Director of Contracts.

Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.

Department-Wide Administrative Support

• Provide administrative support to all members of the Contracts Department including Director, and Contracts Manager
• Assist with contract administration tasks across both prime government contracts, subcontracts, and commercial contracts including task orders and potential GSA schedules, blanket purchase agreements
• Help maintain comprehensive contract files (electronic) ensuring all documentation is complete, organized, and audit-ready
• Coordinate meetings, prepare agendas, and document action items for contracts team
• Assist with department workflow management and process improvement initiatives

Contract & Subcontract Documentation Support

• Assist in maintaining contract files including original agreements, modifications, correspondence, invoices, deliverables, and compliance documentation
• Help track and monitor contract performance metrics including period of performance, funding status, deliverables, and key dates
• Support preparation of contract modifications, amendments, and administrative documents
• Assist with reviewing and processing invoices for accuracy and completeness
• Help organize and prepare documentation for audits and reviews

Tracking & Monitoring Assistance

• Assist in maintaining tracking systems for contract milestones, deliverables, subcontractor performance, and key dates
• Help monitor contract and subcontract schedules, providing reminders to managers of upcoming deadlines
• Support preparation of status reports and presentations for internal stakeholders
• Assist with data entry and maintenance of contracts management systems
• Help track action items and follow-up activities across the department

Compliance Support

• Assist in ensuring proper flow-down of terms and conditions to subcontractors
• Help verify subcontractor compliance documentation (insurance certificates, representations, certifications)
• Support audit preparation by organizing files and gathering requested documentation
• Assist with maintaining compliance checklists and verification records
• Help ensure all required contract administration activities are completed on schedule

Cross-Functional Coordination

• Coordinate with Purchasing Department on PO-related documentation and tracking
• Assist with communications between Contracts Department and Finance, Program Management, and other internal teams
• Help facilitate information flow between contracts team and external consultants or legal counsel
• Support proposal development efforts with administrative assistance and document preparation

Position Requirements

General:

• U.S. Citizenship
• Ability to obtain and maintain a DoD government security clearance
• This position may be asked to drive for company purposes during the course of employment. If asked and agreed upon, employees must possess a valid California Driver's License and clean driving record.
• May Participate in the identity verification process to access secure client or government portals by authorizing certified supplier or customer management platforms to obtain information from your personal credit profile or other information, solely to verify your identity. 

Education & Experience:

• Bachelor's degree in Business Administration, Contracts Management, or related field
• 2-5 years of experience in contracts administration, government contracting, or related administrative role
• Willingness to learn and develop broad contracting knowledge across multiple functional areas

Technical Knowledge:

• Basic understanding of government contracting principles
• Familiarity with FAR/DFARS regulations
• Basic understanding of contract types and terminology
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

Skills & Competencies:

• Generalist mindset: Ability to support diverse tasks across the department
• Excellent organizational skills with strong attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Team player with collaborative attitude and willingness to help where needed
• Adaptable and comfortable with onsite work environment
• Proactive in identifying ways to support the team

Physical Requirements

• Hearing and speaking to exchange information in person, on the telephone or virtually.
• Dexterity of hands, fingers, and wrist to operate a computer keyboard, calculator or assemble/manufacture intricate items.
• Seeing to read a variety of materials.
• Sitting or standing for extended period of time
• Physical agility to lift 20 pounds to shoulder height.
• Physical agility to lift, carry, push, or pull objects.

Pay/Salary Information 

The pay scale of this position is $115,000-$125,000 Annually 

By submitting your application, you acknowledge that you have read and understand the information provided within. You certify that the information contained in this application is correct to the best of your knowledge. You understand that to falsify information is grounds for refusing to hire, or for discharge should you be hired.