Contracts Assistant

Contracts Assistant

Provides administrative and staff support to the Contracts department. Assists in the preparation and control of records, statistics, and reports. Assists in the preparation of contract proposals and related marketing efforts.

Essential Duties & Responsibilities

• Coordinate, submit, and track approved proposals.
• Provide assistance in the distribution of sales orders and other contract documentation.
• Support data entry of orders and entry of contract requirements into the CostPoint system.
• Manage online solicitations and customer orders (including pulling purchase orders and data from customer portals).
• Manage solicitations and orders for repair orders.
• Generate, process, and track contract closeout sheets.
• Assist in scanning documents into online proposal and program folders.
• Assist with CAV entry and processing.
• Perform routine customer follow-up and coordination.
• Support preparation and submission of proposals, including back-up documentation.
• Maintain assigned contract files, ensuring that correspondence & records are properly posted.
• Access and process e-mail orders from customers using EDI.
• Able to interact with all levels within the organization.
• Coordinate with other departments to resolve and close issues.
• Assist in processing email RFQs from customers.
• Ensure customer complaints are resolved effectively, while in compliance with DSD policy and procedures
• Maintain the MRO scan/posting of repair project files to ensure closeout.
• Assist with pricing.
• Other job duties as assigned.

Education

High school diploma or general education degree (GED); and 1-3 years related experience and/or training.

Qualification Requirements

• Strong communication skills, both oral and written.
• Ability to read and interpret documents such as procedure manuals, contract documents, and customer correspondence.
• Effective time management skills with demonstrated ability to prioritize workload and complete tasks in a timely manner.
• Ability to exercise discretion.
• Strong attention to detail and accuracy.
• Ability to write routine reports and correspondence.
• Effective team player with demonstrated ability to interface at all levels of the organization.
• Must be a US Citizen.