Job Description
Contract Assistant
Location: Irvine, CA
Pay: $23-$28
Understand and perform contract reviews
Have experience completing RFQ or RFP proposals
Have experience taking exceptions to clauses from a customer to protect the best interest of the company (ideal or a plus)
Any government contracting experience would be ideal or a plus
Any experience with FARS and DFARs clauses would be ideal or a plus
JOB SUMMARY
Provide administrative and staff support to the Contracts department. Assist in the preparation and control of records, statistics, and reports. Assists in the preparation of contract proposals and related marketing efforts
ESSENTIAL DUTIES & RESPONSIBILITIES
CONTRACTS:
1. Coordinate, submit, and track approved proposals
2. Provide assistance in distribution of sales orders and other contract documentation.
3. Support entry of contract requirements into CostPoint system.
4. Initiate, process and closeout various contract-related documentation and/or communications, with customer and within MDSI.
5. Manage on-line solicitations and orders from DLA.
6 Manage solicitations and orders for repair orders.
7. Generate, process, and track contract closeout sheets.
8. Assist in scanning documents to on-line proposal and program folders.
9. Maintain department Agreement Log and centralized files.
10. Perform routine customer follow-up and coordination.
11. Assist Contracts Lead and Pricing Supervisor in the performance of their respective administrative duties.
12. Support preparation and submission of proposals, including back-up documentation.
13. Maintain assigned contract files, ensuring that correspondence and records are properly posted.
14. Access and process e-mail orders from customers using EDI.
15. Able to interact with all levels within the organization
QUALIFICATION REQUIREMENTS (Skills, Knowledge and Abilities required)
MUST BE A US PERSON: US Citizen or Permanent Resident.
EDUCATION AND EXPERIENCE
LEVEL 3:
High school diploma or general education degree (GED); and 1-3 years related experience and/or training.
LANGUAGE SKILLS
LEVEL 3:
Ability to read and interpret documents such as procedure manuals, contract documents and customer correspondence. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers and employees of the organization. Ability to communicate in English. Ability to pay close attention to detail and produce documents with a high level of accuracy.
MATHEMATICAL SKILLS
LEVEL 3:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY
LEVEL 3:
Ability to apply commonsense understanding to carry out instructions in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Ability to prioritize workload. Ability to complete tasks in a timely manner. Ability to exercise discretion. Ability to pay close attention to detail and produce high level of accuracy.
INTERPERSONAL SKILLS
As a member of the organization, the employee is expected to work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier and; respecting the diversity of our work force in actions words and deeds.
INTERACTIONS
Must have strong interpersonal skills as well as strong telephone skills. This includes the ability to communicate in a clear, polite and courteous manner. Must interface and relate well with all employees in multiple departments and at all levels within the Company. Also must interact with various outside contacts; inclusive, but not limited to: customers, management, and government
agencies.
COMPUTER SKILLS
Personal Computer literate. Spreadsheets & word processing (Word, Excel).
TOOLS/EQUIPMENT USED ON THE JOB
PC, telephone, fax, copier, calculator, and other standard office equipment to perform administrative duties.
PHYSICAL/MENTAL DEMANDS
Light Work:
Position involves sitting, standing and/or walking. Position requires ability to frequently exert up to 10 pounds of force to move/lift objects and occasionally exert up to 20 pounds of force to move/lift objects.
Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms. Frequent use of computer and keyboard. This position requires that the employee have the ability to hear and speak clearly.
Must be able to handle a fluctuating workload and multiple priorities. Accountability to established schedules, deadlines, and/or time pressures is required. Occasionally, extended hours and overtime may be required. Must be eligible to obtain DoD security clearance.