Overview

Job Title: Contracts Specialist

Internal Job Title: Administration E

Location: Melville, NY

Salary Range: $30.00 - $40.00 /hr DoE

Benefits: Comprehensive benefits package, medical/dental/vision, 6% match on 401K, competitive PTO, 9/80 work schedule (every other Friday off)

Stellant Systems, a premier manufacturer of critical power amplification products where our technologies and products are unparalleled in the industry. We specialize in the manufacture of microwave devices for ground-based, airborne and satellite communications, industrial and medical equipment, and radar; we are the only U.S. supplier of space-qualified Traveling Wave Tube and Traveling Wave Tube Amplifiers. We combine cutting-edge technology with world-class engineering teams to deliver innovative solutions. Together, we form an invincible company.

As an employer of choice, our goal is to deliver an exceptional employee experience - we recruit diverse, high-performing talent to help our customers exceed their mission needs, which drives our employees to achieve their full potential.

Fundamental to our culture is our focus on core values, inclusivity in the work environment, and a unified dedication to continuous innovation and improvement. In order to serve our vast customer base ranging from the defense industry leaders, to the U.S. and allied militaries, and medical communities, we need the world’s most dedicated and talented people. If these types of projects excite you, we’d love for you to join our team and help us detect, protect, and connect.

Responsibilities

Administers all phases of assigned contracts from receipt to conclusion. Reviews, interprets, and recommends acceptance and/or revisions to proposed or current assigned contracts and/or proposals.

• Review proposed contracts to ensure that the price, delivery schedule, specifications, terms and conditions are consistent with the quotation submitted.

• Prepare and issue internal work authorization in ERP system, provides documents to cognizant departments detailing respective responsibilities and authorizing the charging of time and material costs. Tracks the routing of contract reviews as it’s cycled through the organization.

• For any international orders, ensure all required export documentation has been obtained from customers at time of order placement.

• Process invoices and assists accounting with follow-up A/R collection.

• Maintain and reconciles several backlog, bookings and sales reports.

• Maintain Salesforce, reconciling to bookings reports.

• Process and reconciles end of month reports with Accounting.

• Maintain customer, supplier and sales rep database in ERP system.

• Maintain and monitors customer supplier portals, updating annuals Certs and Reps, invoicing, obtaining new purchase orders, and requests for quotations.

• Assist with close-out of contracts including the final billing and retentions or disposition of customer furnished material. Makes final review and submission of required forms to ensure that all requirements of the contract have been fulfilled.

• Acquire and use a working knowledge and understanding of the Department of State International Traffic in Arms Regulations (ITAR), U.S. Customs regulations, and Bureau of Industry and Security Export Administration Regulations (EAR).

• Routinely interfaces with other business functions to assist with license requirements planning and addresses daily operations issues/questions.

• Process all export shipping documents at time of shipment to ensure compliance; customs invoice, review packing lists, create shippers Letter of Instruction

• Interface with freight forwarders/customers to arrange the shipment. Coordinate pickup dates to meet our monthly sales requirements.

• Track AES filings and obtain proof of filing.

• Track shipment for Terms of FCA Airport for sales purpose.

• Assist Shipping and Procurement with proper production classification determinations of commodities, technology, and software.

• Process expense reports in Concur. Supporting internal organization with Concur.

• Process receiving reports and invoices for government agencies in the WAWF system.

• Maintain a positive work environment by professional and courteous conduct and communications with others, including supervisors, co-workers, clients, and vendors.

• Maintain and control all contract and Customer Service files.

Qualifications

• Bachelor’s degree Business Administration or equivalent

• 5+ years contract management experience in manufacturing industry

• Microsoft Office proficiency required

Preferred Qualifications:

• Working comprehension of contracts, ITAR and EAR a plus

• CostPoint experience a plus

• Salesforce experience a plus

Stellant Systems is an Equal Opportunity/Affirmative Action Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status or membership in any other group protected by federal, state or local law.

To conform to U.S. Government export regulations, the applicant must be a U.S. citizen, lawful permanent resident of the U.S. (e.g. Green Card holder), or a protected individual as defined by the International Traffic in Arm Regulations (ITAR).

Job Locations US-NY-Melville

ID 2024-1726

Category Customer Service/Support

Position Type Regular Full-Time

Union No

Min USD $30.00/Hr.

Max USD $40.00/Hr.

Work Environment Onsite

Stellant Systems is an Equal Opportunity/Affirmative Action Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status or membership in any other group protected by federal, state or local law.