Contract Specialist

SUMMARY Support activities concerned with proposals, pricing, and contracts for sale of equipment, materials, products, or services. ESSENTIAL DUTIES/RESPONSIBILITIES Read and route incoming mail. File correspondence and other records. Answer telephone and provide information or route calls and place outgoing calls. Schedule meetings. Record minutes of staff meetings. Preparation and maintenance of quote files. Maintain client/customer relations. Attend trade shows, as needed. Complete department supply orders. Compile and distribute memos and correspondence. Enter and keep current contact information. Log and enter Request for Quotes (RFQ's) in bid tracking for quote number assignment and ensure data is current. Research parts history (includes NSN history) as required. Initiate job quote packages and ensure timely response. Obtain necessary copies of drawings, and/or Bill of Materials (BOM) from Document Control or customer. Maintain quote file and log according to status (in Evaluation/Cancel/No Bid/Tracking, etc.). Prepare and send formal quotation packages to government and commercial customers. Acquire proposal status from Estimating Department and customers and update electronic system. Create Estimating Costs Estimates using approved worksheets. Update and distribute marketing reports as required. Create and submit requests for solicitation packages from government and commercial customers. Enter data into tracking logs and forms for systematic job flow. Assist in bid and proposal activity. Assist in pricing related activities. Review final quote file for accuracy, completeness, and conformity. Follow up with customer on award status of contract/purchase order. Review all information on contracts to insure completeness, accuracy, and conformity. Monitor customer contract/purchase order with respect to scheduling, budget, changes, and customer requirements. Provide customer with contract/purchase order status. Interface with functional departments involved in customer contract/purchase orders through completion of the contract/purchase order. Analyze job status reports with respect to labor and material budgets, material details, shipping status and overall monitoring of the contract/purchase order. Update Contracts Manager on contract issues. Advise all necessary departments of contractual rights and obligations. Check contract files for proper maintenance, documentation, and other necessary paperwork. Ensure all contract/purchase orders and modifications are properly implemented into electronic system. Issue Contract Management instructions as necessary to properly inform other departments of special requirements. Assist with obtaining and compiling reports for the Quarterly Report and Board Meetings. Assist PMs with all project processes. Perform other related duties, as assigned, for the purpose of ensuring an efficient and effective work environment. Ensure activities are conducted in accordance with Atec International Standards Organization (AS9100/ISO) policies and correct and report any deviations to appropriate area manager/supervisor. SUPERVISORY RESPONSIBILITIES N/A AS9100/ISO SPECIFIC DUTIES Be familiar with and understand Atec Quality Policy and company objectives. Understand required AS9100/ISO specific Procedures and Work Instructions. Complete all records required by Procedures and Work Instructions. Participate in Atec Continuous Improvement activities as appropriate (including Strategic Planning, AIM, Suggestion box, etc.). Participate in AS9100/ISO training as required. Cooperate with Auditors. Report any deviations to appropriate area manager/supervisor. EDUCATION AND/OR EXPERIENCE High school diploma or General Education Degree (GED); or one to three years related experience; or combination of education and experience. Proficiency with computer software including word processing, spreadsheets, and database preferred. CERTIFICATES, LICENSES, REGISTRATIONS N/A PHYSICAL DEMANDS Employee is regularly required to stand or sit, usually at a computer and/or typewriter for an extended period of time and occasionally to stoop or kneel. WORK ENVIRONMENT Noise level in the work environment is usually moderate. Extended work hours and/or travel may occasionally be required.