Contracts Administrator

Contracts Administrator

Department: Customer Service Reports To: Sales Support Manager

Location: Remote Travel: Negligible

FLSA: Salaried, Full-Time, Exempt

About Vitesse: How we communicate, capture, and share information has not changed significantly in our lifetime—it has changed significantly in the last decade, even in the last year. From a vacationer checking email as they fly across the world to a U.S. military service member sharing critical observations across the battlefield, the ability to capture and transfer data over different platforms is an important part both of our everyday lives and the security of our country. Whether on a geostationary satellite, a naval vessel, or a military jet, the mission-critical solutions that we design and manufacture at Vitesse make our country and our world safer.

Through extensive technical expertise, Vitesse Systems optimizes the functionality of antenna and thermal management systems for the advancement of next-generation Radar, Electronic Warfare, and C4I (Command, Control, Communications, Computers, and Intelligence) systems.

Vitesse Systems prides itself on the solutions we provide to our customers, as well as the incredible team of dedicated people we employ.

SUMMARY: As a Contracts Administrator you will support the administration of customer contracts, purchase orders, change orders, and related agreements throughout the contract lifecycle. This position works closely with Sales, Program Management, Finance, Supply Chain, and Operations to ensure contractual compliance while supporting business growth and customer satisfaction. The primary responsibility of the Contracts Administrator is to support the administration, review, and execution of customer contracts, POs and agreements while ensuring compliance with applicable contractual requirements and company policies. Commitment to and support of the Company Core Values are key to success in this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage contract administration activities throughout the full contract lifecycle, including contract setup, review, maintenance, modifications, amendments, change orders, and closeout.
• Review customer purchase orders, contracts, modifications, amendments, flowdowns, and terms and conditions to ensure accuracy, completeness, compliance, and alignment with approved business positions.
• Analyze contractual requirements, obligations, deliverables, milestones, funding, periods of performance, schedules, reporting requirements, and customer flowdowns; identify risks, exceptions, and required internal actions, escalating issues as appropriate.
• Prepare, process, and maintain contract modifications, amendments, change requests, approvals, correspondence, and contract documentation while ensuring ERP order accuracy and maintaining complete and accurate contract files.
• Track contract deliverables, funding, performance periods, delivery schedules, invoicing requirements, contractual obligations, and open action items to support timely execution, compliance, and risk mitigation.
• Coordinate cross-functionally with Sales, Program Management, Finance, Engineering, Quality, Operations, Supply Chain, customers, suppliers, and other stakeholders to communicate contract requirements and support proposal, RFQ, quote, contract performance, cost, schedule, delivery, and invoicing activities.
• Support proposal development, contract reviews, customer negotiations, and change management by preparing contract summaries, coordinating cross-functional reviews and approvals, tracking exceptions, and assisting with issue resolution, disputes, and contract closeout. Utilize Salesforce CRM to support proposal, quote, and contract review activities.
• Serve as a primary point of contact for routine customer contract inquiries and related correspondence.
• Support compliance with customer requirements, company policies, applicable laws and regulations, FAR/DFARS clauses, export control, cybersecurity, quality requirements, and government registration systems (including SAM.gov, DECCS, PIEE, and related platforms).
• Administer Non-Disclosure Agreements (NDAs), Teaming Agreements, and other business agreements.
• Generate reports, maintain contract metrics, and provide management with contract status, performance, and compliance visibility.
• Identify opportunities to improve contract administration processes, templates, tracking tools, workflows, policies, and standardized procedures to enhance efficiency, compliance, and overall contract management.
• Uphold company core values and perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

• This position is a lead but no direct supervisory responsibilities.

QUALIFICATIONS:

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(s) may be made to enable individuals with disabilities to perform the essential functions. Successful accomplishment of duties and responsibilities may require the following:

• Bachelor’s degree in Business, Finance, Legal Studies, Contract Management, or related field; equivalent experience may be considered.
• 2-5 years of experience in contract administration, procurement, subcontracts, legal operations, or related business functions.
• Experience reviewing and administering commercial and/or government contracts.
• Familiarity with DoD contracting environments and aerospace/defense customers preferred.
• Experience with ERP systems; Global Shop Solutions experience is highly desired.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with PIEE, OASIS, SAM.gov, or related government systems preferred.
• Familiarity with FAR, DFARS, and Uniform Contract Format preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and analytical skills.
• Excellent oral and written communication skills.
• Must be a self-starter willing to work across multiple locations and be part of a high-growth organization.
• Experience supporting government contracts and prime aerospace contractors is preferred.
• Familiarity with working in a manufacturing environment
• Excellent communication skills, both written and oral
• Must be adaptable to a changing work environment and competing demands.
• Must be capable of working with minimal supervision.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

• While performing the duties of this job, the employee will be constantly required to execute standard physical activities within the facility areas (i.e. stand, walk, sit, use hands/fingers).
• While performing the duties of this job, the employee will be occasionally required to execute non-standard physical activities within the facility areas (i.e. climb or balance, stoop, kneel, crouch).
• Ability to lift and/or move up to 10 pounds frequently and occasionally lift and/or move up to 50 pounds.
• This position requires repetitive hand/wrist activities.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• While performing the duties of this position, the employee is regularly exposed to moving mechanical parts.
• Computer skills are sufficient to log in and out of ERP and Payroll time tracking software.

ADDITIONAL INFORMATION:

• Actively supports and complies with Vitesse Systems objectives, guidelines and commitment to Quality and Safety, with an emphasis on continual improvement, transparency, and collaboration.
• Must be able to interact effectively and cooperatively with employees at all levels.
• Must have the ability to complete assignments within the timeframe specified by the Manager.
• Must be flexible regarding working hours and overtime. Must be able to work overtime in the evenings and weekends, with or without advanced notice.
• Must be able to operate in a fast-paced environment and handle multiple projects simultaneously.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); or 2 years related experience; or equivalent combination of education and experience.

LANGUAGE SKILLS: Ability to speak and understand basic safety and manufacturing instructions.

MATHEMATICAL SKILLS: Ability to add and subtract up to four place decimals. Ability to multiply and divide with 10’s and 100’s.

REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS: Authorization to work in the United States. To conform to U.S. export control regulations, you should be eligible for any required authorizations from the U.S. Government.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the Team Member is regularly required to stand, walk, and hear. The Team Member frequently is required to use hands and fingers; handle, feel, and reach with hands and arms. The Team Member is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and smell. The Team Member must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT: The work environments characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the Team Member is regularly exposed to moving mechanical parts. The Team Member may be exposed to a hot and/or cold work environment, chemicals, fumes or airborne particles, loud noises, risk of electrical shock and vibration and/or other occupational hazards; personal protective equipment may be required.

NOTE: This job description identifies the general nature and scope of work to be performed. Vitesse Systems, LLC. reserves the right to revise all or any part of this job description and to add or eliminate essential job functions at any time. Designation of any job duty as an essential function is not intended as an assurance or guarantee that a team member has any right to perform the particular job duty, except as required by Vitesse Systems, LLC. This job description is subject to change based on the needs of the position and/or the Company.

Vitesse Systems, LLC performs work controlled by the International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR). These statutes require the protection of technical data and products. The regulations require that such data not be disclosed in written, oral, or visual form to any foreign national without prior export authorization from the Department of State. A foreign national is defined by the U.S. Government under EAR 734.2(b)(2)(ii) and 8 USC 110 (a)(20) as one who:

• Is not a United States citizen
• Is not lawfully admitted for permanent residence in the U.S.
• Does not have politically protected status (embassy, refugee, or asylum)

Vitesse Systems, LLC is an Equal Employment Opportunity / Affirmative Action (EEO/AA) Veterans / Disabled Employer.