Contract Administrator

Job Description

Job Description

KP Aviation , an international supplier and procurer of aftermarket aviation components and assets, is searching for the next key member of our team! The Contracts Administrator is responsible for supporting the administration, coordination, documentation, and tracking of Company contracts throughout the contract lifecycle. This position maintains contract records, monitors key dates and contractual requirements, coordinates information between internal departments and external parties, and supports contract review, execution, modification, renewal, and closeout activities.

The Contracts Administrator works closely with the Contracts Manager and internal stakeholders to ensure contractual documentation is accurate, complete, properly maintained, and accessible. Additional responsibilities include supporting regulatory and compliance research, contract reporting, audits, risk identification, and continuous improvement of contract administration processes. This position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Remote Work Eligibility: Remote work may be considered for qualified candidates with relevant experience who are currently based in European countries. Remote work arrangements are subject to management approval, business needs, and applicable employment regulations. Candidates must be able to accommodate required working hours, collaborate effectively with international teams, and travel as needed to support business operations.

Your role will take you to new heights, as you will be tasked with these essential job responsibilities:

• Provide administrative support to the Contracts Department in the preparation, coordination, execution, and management of contracts and related documentation.

• Maintain organized and accurate contract files, records, databases, templates, amendments, correspondence, and supporting documentation.

• Monitor contract lifecycles and track key dates, including execution dates, expirations, renewals, notice periods, deliverables, and other contractual milestones.

• Provide timely notifications regarding upcoming contractual deadlines, renewals, expirations, and required actions.

• Coordinate contract documentation and information between internal departments, external parties, customers, partners, and legal counsel as appropriate.

• Assist with contract review by identifying standard contractual requirements, inconsistencies, missing information, and provisions requiring additional review.

• Support the preparation, processing, and administration of contract amendments, modifications, renewals, extensions, and other contractual documents.

• Assist the Contracts Manager and other stakeholders during contract negotiations by maintaining documentation, tracking revisions, coordinating communications, and documenting agreed upon changes.

• Research regulatory, compliance, and contractual requirements, including matters involving international business transactions.

• Monitor contractual obligations and collaborate with internal departments to support compliance with applicable requirements.

• Track unresolved contractual matters and follow up with appropriate stakeholders to support timely resolution.

• Assist with identifying contractual issues, risks, conflicting provisions, and compliance concerns and escalate matters to the Contracts Manager as appropriate.

• Prepare contract summaries, reports, status updates, and other documentation in response to internal information requests.

• Maintain contract databases and tracking systems to ensure information is current, accurate, complete, and accessible to authorized personnel.

• Support contract related activities involving asset acquisitions, sales, leasing, and other business transactions.

• Assist with contract audits by gathering documentation, reviewing records for completeness, and supporting responses to audit requests.

• Support dispute resolution activities by maintaining records, tracking open matters, gathering supporting documentation, and coordinating information as requested.

• Assist with the development, maintenance, and implementation of contract templates, procedures, workflows, and contract administration best practices.

• Maintain strict confidentiality of contractual, financial, legal, and Company information.

• Manage and prioritize multiple contracts, projects, requests, and deadlines in a fast paced environment.

• Collaborate with internal departments to obtain information necessary for contract administration, monitoring, reporting, and compliance.

• Performs other tasks as assigned.

To succeed in this role, you will need to have:

• Knowledge of Company policies and procedures.

• Knowledge of contract administration principles, practices, and processes.

• Knowledge of basic contract structure, terminology, provisions, and documentation requirements.

• Knowledge of contract lifecycle management, including execution, amendments, renewals, expirations, and closeout.

• Knowledge of industry business practices and contractual applications.

• Knowledge of Microsoft Office applications and electronic document management systems.

• Knowledge of international business transactions, negotiations, and contractual requirements preferred.

• Skill in reviewing contracts, business agreements, amendments, and related documentation for accuracy and completeness.

• Skill in maintaining contract databases, records, tracking systems, and supporting documentation.

• Skill in researching contractual, regulatory, and compliance requirements.

• Strong skill in verbal and written communication.

• Skill in organizing and prioritizing multiple assignments with competing deadlines.

• Ability to identify contractual inconsistencies, missing information, deadlines, and potential areas of risk and escalate matters appropriately.

• Ability to maintain strict confidentiality of Company and contractual information.

• Ability to communicate with tact, professionalism, and sound judgment within the scope of the position.

• Ability to work independently while effectively collaborating with internal and external stakeholders.

• Ability to work effectively in a fast paced environment and manage changing priorities.

• Ability to maintain accurate records and review documents for completeness and accuracy.

• Ability to communicate effectively with customers, partners, team members, management, legal counsel, and other stakeholders.

• Ability to demonstrate professionalism, accountability, attention to detail, and a team driven attitude.

• Fluency in English, both written and spoken, is required to ensure clear and accurate communication with internal and external stakeholders.

Education, Experience, and Certification:

• Bachelor’s degree in business administration, legal studies, contract management, or a related field preferred.

• At least three years of contract administration, contract coordination, legal administration, and/or paralegal experience required.

• Experience reviewing, maintaining, and tracking contracts and related business documentation preferred.

• Experience working with contract management systems, document management systems, or similar business applications preferred.

• Aviation, aerospace, leasing, asset management, or related industry experience preferred

We significantly value our employees and believe in compensating each with a substantial benefits and compensation package including:

• Generous Medical, Dental, Vision, Life and Short-Term Disability coverage (Employer pays 100% of employee premiums)
• 401(k) Plan with Employer Contribution
• Profit Sharing and Bonus opportunities
• Voluntary ancillary plans including Life Insurance, Accident and Hospital coverage
• Paid Time Off and Paid Holidays

Equal Opportunity Employer:

KP Aviation is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, veteran status, disability status, age, or other legally protected characteristic. Employment is based on qualifications, merit, and business need.