Contracts Administrator Supervisor

Contract Administrator Supervisor

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 part of the Contracts and Customer Support team, you are assigned to a product line or a territory of customers within a geographic region. As a Contract Administrator, your facilitation and day-to-day support of the customer is critical to the organization's success.

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 commercial companies. Responsibilities will be assigned and may vary based on the product line or territory supported.

Essential Functions:

1. Supervise and lead a team of contract administrators to support business growth. Ensure defined targeted metrics are being met, and team performance is supporting the customer's needs. Provide training on customer RFQ/RFPs, POs, and T&Cs reviews and establish procedures for customer follow-up.
2. Act as a point of contact with customers in assigned areas of responsibility by facilitating purchase orders, quotes, contract management and compliance, and general internal communications to Breeze-Eastern and with external organizations supporting the previously listed items. This includes all facets of the business (new production, spare components and parts, overhaul & repair).
3. Monitor and track performance against the Company's contractual objectives and obligations. Maintain internal metrics and monitor customer metrics to ensure that Breeze-Eastern maintains a positive reputation through supporting the customer base.
4. Maintain accurate records of current and past contractual transactions as required by law, customer requirements, or internal requirements.
5. Support and advise the Business Unit Managers and Account Managers in activities that affect present or future business with the customers; alert management of positive and negative performance trend changes.
6. 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:
   a. Answer and respond to telephone calls in a professional manner.
   b. Acknowledge/respond to all email correspondence.
   c. Order status (order acknowledgment, ship date, schedule changes, etc.).
   d. Communicate with other departments to facilitate customer requests.
   e. Coordinate shipping instructions with the customer.
   f. Provide shipment documentation as required.
   g. Ensure the team is advised on all pending or urgent issues in the event of a planned or scheduled absence

1. Respond rapidly to customer requests for quotations. All quotations are generated and cataloged in the ERP system. Involve the appropriate level of management dependent on the size and scope of the products or services for approval as required.
   a. Provide standard price list quotations
   b. Process non-price list RFQs for approval
   c. Process repair and overhaul quotations
   d. Initiate and close Pricing Proposal Action Requests
   e. Screen RFQs, RFPs, and Pricing Proposal Action Requests for accuracy, and appropriate part adequacy relative to the customer.

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. 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. Order Entry - accurately enter all purchase orders
   a. Enter orders shortly after receipt of purchase orders
   b. Verify the part number and price against the relevant quotation/price list
   c. Review the T&C's for compliance
   d. Provide the customer with a Breeze-Eastern order confirmation
   e. Attach all relevant backup documentation in the ERP system to the customer order

1. Overhaul and Repair - provide administrative support to overhaul and repair orders
   a. Provide Return Material Authorizations (RMA) to customers as required
   b. Induct customer equipment into the overhaul and repair database
   c. Maintain accurate records of the order by attaching all orders back-up to ERP and database as required. File necessary hard copies as required by regulations
   d. Create and issue quotations to customers following approval of pricing
   e. Update customer orders once the purchase order is received
   f. Provide order confirmation to the customer
   g. Provide updates to customers regarding shipment date
   h. Update shipping information as required
   i. Create packing slip/inspection certificates in support of order shipment
   j. Prepare Form 1 and FAA 8130 documents as required
   k. Process workflow as required through the customer portal as required
   l. Provide audit support for US Gov/customer as required for inventory or material status

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

1. Compliance with governing regulations:
   a. US Government Federal Acquisition Regulations
   b. Defense Federal Acquisition Regulations
   c. ITAR - International Traffic in Arms Regulation
   d. FAA - Federal Aviation Regulations
   e. AS9100 Quality Requirements
   f. OEM-specific compliance requirements
   g. Internal Procedures

Supervision Received, Exercised and Contacts:

This position is a supervisory role. The position reports to the Vice President of Sales. You are authorized to communicate directly with the customers and are expected to provide timely and accurate answers to the customer's questions. You are expected to make position-level, prudent, accurate, and timely decisions. You work closely with the team daily.

The position requires interaction on a daily basis with other Breeze-Eastern departments in order to coordinate responses to customer requests. Responses must be in conjunction with communication from other Breeze-Eastern team members.

Leadership/Growth:

This position enables you to be exposed to many functional areas of the company. During these opportunities, you are expected to learn about the other areas of the company to promote personal and company success. It is imperative to develop knowledge relative to the Breeze-Eastern products. In this position, you can progress within our team as the organization evolves.

Skills, Knowledge, Qualifications, & Experience:

• 7 years of experience in an administrative role that focuses on interaction with customers, purchase order processing, contract administration, and order entry into an ERP system.
• 2 years of experience as a supervisor required.
• Knowledge of US Government Contracts and FAA regulations is preferred.
• Strong computer skills with MS Office, databases, and knowledge of ERP systems.
• Demonstrates initiative and ability to work independently.
• Strong communication skills are required.
• BS/BA preferred.

Expectations:

Integrity, Professionalism, Punctuality, and Initiative.

Breeze-Eastern is committed to the principles of equal employment opportunity. It is the policy of Breeze-Eastern to recruit, hire, train, and promote persons in all job titles without regard to age, religion, sex, race, color, national origin, gender, sexual orientation, covered veteran or disability or other protected characteristic (as defined by applicable law).