Contracts Administrator at Trust Automation

San Luis Obispo Full-timeAdministrationPosted about 1 month ago

About the Role

Trust Automation Trust Automation has over 35 years of experience in custom motors, linear drives, digital drives, and systems which meet the unique needs of its customers. Its product line includes motors, linear drives, digital drives, custom assemblies, and products to fit unique applications and ground-up system design and manufacturing solutions.  We design, build and support control and power management systems for the most demanding defense, semiconductor, industrial automation, and medical applications. Trust Automation is an equal opportunity employer and committed to attracting, hiring, developing, and retaining a skilled, productive, and diverse workforce, personnel with competencies and experience related to the regional and State population.  Every employee has an “at-will” relationship with Trust Automation.  This means that employment with Trust Automation is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice. Job Summary The Contracts Administrator provides comprehensive administrative support to Trust Automation's Contracts Department in support of the company's $400M IDIQ prime contract and all government contracts. This generalist role assists the Director of Contracts, Government Contracts Manager, and Subcontracts Manager with contract administration activities across both prime contracts and subcontracts. The Administrator is not a specialist but rather a versatile team member who can assist with various contracting tasks, maintain contract files, track deliverables, and ensure the department operates efficiently. This position allows for flexible work arrangements while maintaining strong collaboration with the contracts team. Duties and Responsibilities 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 may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions. Department-Wide Administrative Support <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Provide administrative support to all members of the Contracts Department including Director, Government Contracts Manager, and Subcontracts Manager</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist with contract administration tasks across both prime government contracts and subcontracts</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Help maintain comprehensive contract files (both physical and electronic) ensuring all documentation is complete, organized, and audit-ready</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Coordinate meetings, prepare agendas, and document action items for contracts team</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist with department workflow management and process improvement initiatives</li> </ul> Contract & Subcontract Documentation Support <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist in maintaining contract files including original agreements, modifications, correspondence, invoices, deliverables, and compliance documentation</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Help track and monitor contract performance metrics including period of performance, funding status, deliverables, and key dates</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Support preparation of contract modifications, amendments, and administrative documents</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist with reviewing and processing invoices for accuracy and completeness</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Help organize and prepare documentation for audits and reviews</li> </ul> Tracking & Monitoring Assistance <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist in maintaining tracking systems for contract milestones, deliverables, subcontractor performance, and key dates</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Help monitor contract and subcontract schedules, providing reminders to managers of upcoming deadlines</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Support preparation of status reports and presentations for internal stakeholders</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist with data entry and maintenance of contracts management systems</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Help track action items and follow-up activities across the department</li> </ul> Compliance Support <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist in ensuring proper flow-down of terms and conditions to subcontractors</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Help verify subcontractor compliance documentation (insurance certificates, representations, certifications)</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Support audit preparation by organizing files and gathering requested documentation</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist with maintaining compliance checklists and verification records</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Help ensure all required contract administration activities are completed on schedule</li> </ul> Cross-Functional Coordination <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Coordinate with Purchasing Department on PO-related documentation and tracking</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Assist with communications between Contracts Department and Finance, Program Management, and other internal teams</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Help facilitate information flow between contracts team and external consultants or legal counsel</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Support proposal development efforts with administrative assistance and document preparation</li> </ul> Position Requirements Education & Experience: <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Bachelor's degree in Business Administration, Contracts Management, or related field required</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">1-5 years of experience in contracts administration, government contracting, or related administrative role</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Some exposure to government contracts or defense industry preferred but not required</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Willingness to learn and develop broad contracting knowledge across multiple functional areas</li> </ul> Technical Knowledge: <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Basic understanding of government contracting principles or willingness to learn quickly</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Familiarity with FAR/DFARS regulations helpful but not required (training will be provided)</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Basic understanding of contract types and terminology</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) required</li> </ul> Skills & Competencies: <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Generalist mindset: Ability to support diverse tasks across the department without requiring deep specialization</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Excellent organizational skills with strong attention to detail</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Ability to manage multiple priorities and deadlines simultaneously</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Strong written and verbal communication skills</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Team player with collaborative attitude and willingness to help where needed</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Adaptable and comfortable with hybrid work environment</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Proactive in identifying ways to support the team</li> </ul> Physical Requirements <ul> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Hearing and speaking to exchange information in person, on the telephone or virtually.</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Dexterity of hands, fingers, and wrist to operate a computer keyboard, calculator or assemble/manufacture intricate items.</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Seeing to read a variety of materials.</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Sitting or standing for extended period of time</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Physical agility to lift 20 pounds to shoulder height.</li> <li style="font-size: 12pt; font-family: helvetica, arial, sans-serif;">Physical agility to lift, carry, push, or pull objects.</li> </ul> Pay/Salary Information Pay scale for this position - $115,000 - $125,000 annually  <div class="content-conclusion">By submitting your application, you acknowledge that you have read and understand the information provided within. You certify that the information contained in this application is correct to the best of your knowledge. You understand that to falsify information is grounds for refusing to hire, or for discharge should you be hired. </div>

About the Role

About the Role

Related Roles

About the Role

Related Roles