Sales Contracts Coordinator I

Summary

Practical knowledge of contracts. Responsible for the timely review of customer contracts & ensure compliance with company's (CMA's) policies and requirements and negotiates exceptions as part of the review process as necessary. Work closely with the sales team and other departments to capture all pertinent information discussed with the customer, while complying with all internal and external procedures and regulations. Communicate within and outside of the organization to explain and interpret operational processes, practices and approaches. Provides proper contract acquisition and fulfillment in accordance with company policies, legal requirements, and customer specifications.

Duties and Responsibilities

• Manage customers contracts (including government contracts and rated orders) to include: Performing reviews, identification of contract risks, communicating exceptions & providing acknowledgements.
• Manage customer accounts to include: sales orders, purchase orders, review of customer contract terms, conditions and pricing to ensure consistency with proposals and CMA policy, identification of contract risk items, interfacing with Compliance Manager.
• Act as Subject Matter Expert (SME) for execution of Defense Contracts, Defense Federal Acquisition Regulations (DFAR), and Export Controls.
• Coordinate resolution of logistics, accounts receivable, billing and invoicing issues.
• Identify and assess contractual risks and communicate potential issues to management in a concise manner, following-up to secure timely responses.
• Explain potential risks and offer mitigation ideas, provide input to negotiations, and partner with internal and external stakeholders in the process of offering compliant solutions to contracting requirements.
• Conducts due diligence for customers, identifying risk factors within company's process.
• Maintain contractual records and documentation in designated company's databases.
• Oversee the movement of finished product in and out of facilities.
• Develop, implement and maintain detailed process documentation and work instructions to include providing training to sales group.
• Represent Sales department for internal and external audits by FAA, ISO, and Customers.
• Ability to think critically, problem solve and work independently.
• Dedication to meet customer deadlines.
• Provides a proactive voice in the business process.
• Commitment to company values and compliance with department norms, policies, directives, and procedures.
• Ability to multi-task and determine priorities while working on multiple assignments.
• Ability to clearly present information to broad audience, inclusive of management.
• Lead initiatives related to process improvements, new developments and automation of the area's tools and processes.
• Promote company culture dedicated to enhancing customer satisfaction and building strong customer relationships.
• Ability to work in a safe professional manner adhering to all regulatory requirements.
• Pull and communicate customer's quality document requirements to QA department for review & exceptions.
• Coordinate sales activities with Technical department to ensure customer product specifications are met.
• Assist in analyzing, tracking and reporting weekly and monthly sales activities and communicating concerns to management as necessary.
• Assist in the preparation of required documents to obtain and maintain export license and import certifications.
• Maintain confidentiality of information.

Skills and Specifications

• Strong verbal and written communication skills.
• Strong work ethics
• Accountability and integrity
• Team player
• Possess knowledge of contract administration procedures.
• Ability to provide leadership within the group in relation to contract coordination with customers and other departments.
• Ability to work well in a team-based, multi-cultural environment and adapt to diverse personalities.
• Must possess high analytical ability.
• Ability to work well under pressure and able to adapt to challenges
• Ability to set priorities and time management
• Ability to see potential pitfalls and initiate corrective action to schedules as needed across all departments.
• Ability to self-motivate, take initiative with a positive attitude
• Knowledge of record keeping techniques and procedures.
• Ability to develop close working relationships with customers & across all departments.
• Ability to multi-task and keep track of multiple activities simultaneously.
• Working knowledge of customer order processing.

Education and Qualifications

• Bachelor's degree in Business, Sales/Marketing, or related discipline, and five plus years' experience in export, shipping, and customs requirements, or equivalent combination of education and experience, required.
• Contract administration experience required.
• Experience with FAR, DFAR, ITAR, EAR, preferred.
• Knowledge of Prepreg and raw materials market preferred.
• Working knowledge of accounts receivable preferred.
• Knowledge of ITAR/EAR (Export Administration Regulations), Schedule B Codes, HTS Codes, US Import Regulations, US Customs and free-trade zones.
• Experience with using Microsoft Office (Word, Excel, PowerPoint, etc.)
• This position involves working with technologies and information which are subject to U.S. export control regulations. Under these regulations, Toray Composites must review certain candidate information including citizenship, basis of United States work authorization and country of origin. This information will be used for export control screening purposes only.

Compliance with US Export Control Regulations: This position requires use of information which is subject to the International Traffic in Arms Regulations (ITAR) and/or the Export Administration Regulations (EAR). In order to comply with these regulations, applicants for employment must be a "U.S. Person" as defined by the ITAR and/or EAR. The definition of "US Person" includes U.S. citizen or national, U.S. permanent resident, or lawfully admitted into the U.S. as a refugee or granted asylum.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Job tasks are usually performed in an office environment.

Position requires the ability to read, write, speak and understand English at a level necessary to successfully perform assigned responsibilities. Position frequently requires the ability to make quick decisions related to sales and contract-related issues. Ability to set priorities. Ability to utilize interpersonal and teamwork skills, perform basic mathematical computations, give complete directions and to understand and apply work specifications in the completion of work tasks. The ability to hear, speak, use hands/fingers and the repetitive motions of hands/wrists are occasional. Ability to occasionally lift 10 pounds. Vision abilities require the adjustment and focus of sight. Must be able to perform the essential functions of the position with or without accommodation.

Toray Composite Materials America Benefits

Health Care coverage starts the first day of the month after hire date.

• Medical and RX- Blue Cross/ Blue Shield (HSA Plan-Gold Plan-Silver Plan)
• Vision Coverage- VSP
• Dental Coverage - Delta Dental (Basic Plan or Buy-up Plan)
• Flexible Spending Accounts (FSA)
• 80 Hours of Vacation Time Off annually to start (granted)
• 64 Hours of Personal Time Off annually (accrued)
• 3 Paid Floating Holidays Annually (employee can schedule at their choice)
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  • Jan 1 - Mar 31: 3 FH's
  • Apr 1 - Jun 30: 2 FH's
  • Jul 1 - Sept 30: 1 FH
  • Hired 10/1 or after, 0 FH's
  
  
  
  
• 8 Paid Company Recognized Holidays
• Life Insurance- pays your beneficiary twice your annual salary
• Accidental Death & Dismemberment Insurance- pays your beneficiary twice your annual salary
• Short/Long Term Disability
• Voluntary Supplemental Life Insurance
• Toray Corporate Perks
• John Hancock 401K -CMA matches 50% of first 8% of your contribution
• Service Awards @ 3, 5, 10, 15, 20, 25 and 30 years
• Recognition Awards
• Annual Discretionary Bonus Program

Functional Expert - Considered a thought leader on a subject
Innovative - Consistently introduces new ideas and demonstrates original thinking
Thought Provoking - Capable of making others think deeply on a subject
Team Player - Works well as a member of a group
Detail Oriented - Capable of carrying out a given task with all details necessary to get the task done well

Work-Life Balance - Inspired to perform well by having ample time to pursue work and interests outside of work
Growth Opportunities - Inspired to perform well by the chance to take on more responsibility
Goal Completion - Inspired to perform well by the completion of tasks
Self-Starter - Inspired to perform without outside help
Ability to Make an Impact - Inspired to perform well by the ability to contribute to the success of a project or the organization

Working knowledge of accounts receivable preferred (preferred)
Experience with defense contracts and Defense Federal Acquisition Regulations (DFAR) preferred (preferred)
Contracts administration experience (required)
5 years: Experience in materials, export, shipping, and customs requirements (required)