Contract Specialist

Job Title: Administrative Assistant / Contract Specialist

Must be a US Citizen

Must Live in Connecticut

This is not a remote position

The Administrative Assistant / Contract Specialist provides comprehensive administrative and contract management support to ensure efficient business operations and full compliance with customer, government, and regulatory requirements. This role requires strong organizational and analytical skills, attention to detail, and a working knowledge of federal acquisition regulations, including FAR and DFARS. The position plays a critical role in supporting contract execution, order management, and compliance within a government and defense contracting environment.

Key Responsibilities:

• Provide day-to-day administrative support, including scheduling, correspondence, document preparation, and records management
• Review customer purchase orders (POs) prior to acceptance, with emphasis on:
• Compliance with FAR and DFARS requirements
• FOB terms and responsibility
• Shipping methodology and payment responsibility
• Verification of pricing, payment terms, and lead times
• Quality Control (QC) note review and approval in coordination with the QC Manager
• Technical review and approval in coordination with Engineering Management
• Enter and manage sales orders within the MRP system, including:
• Accurate order entry and data validation
• Implementation of revenue breakdowns
• Identification and tracking of extended warranty requirements
• Assist in the preparation, review, and administration of contracts, subcontracts, and related documentation
• Ensure compliance with applicable federal regulations, including FAR (Federal Acquisition Regulation) and DFARS (Defense Federal Acquisition Regulation Supplement)
• Maintain organized and auditable contract files in accordance with company and regulatory requirements
• Maintain and manage annual Certifications and Representations for military, government primes, and subcontractors, including:
• ITAR compliance
• AS9100 certification requirements
• System Security Plan (SSP) and NIST compliance documentation
• Coordinate with internal departments (Operations, Engineering, Quality, Finance, and Purchasing) to support contract execution and compliance
• Track contract deliverables, milestones, and deadlines to ensure timely performance
• Support proposal development efforts by compiling required administrative and contractual documentation
• Assist with internal and external audits by preparing and organizing required records
• Communicate professionally with customers, vendors, and internal stakeholders

Qualifications:

• Associate's or Bachelor's degree in Business Administration, Contracts Management, or a related field preferred
• 3 years of experience in an administrative, contracts, or government compliance role
• Working knowledge of FAR and DFARS regulations required
• Experience with MRP systems and database management
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

Preferred Qualifications:

• Experience supporting military or government contracts and purchase orders
• Familiarity with aerospace, defense, or manufacturing environments
• Experience with contract lifecycle management systems

If you are qualified and interested in this position, please email along with an updated resume at j.diaz@expresspros.com

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