Job Description

Job Description

Job Description

Title: Associate Contract Administrative Assistant
Duration: (3 month or more contract)
Location: Irvine, CA
Pay Range: $28-32/HR
Shift: Monday - Friday 9 - 5:30. Last day of the month - if during the week it will be until 9 PM and if last day of the month on weekend, then 5-6 hours on a Saturday.

• Has responsibilities for Invoicing and Order Management comprised of: Significant order entry, schedule changes, portal management, and PO/Contract Validation & Analysis.

SCOPE/SUPERVISION AND INTERACTION:

• Individual contributor typically reporting to a Contracts Manager or Lead position. Has routine interaction with functional team members and identified internal resources. May have limited contact with customers.

ESSENTIAL FUNCTIONS:

• Invoice Preparation : Generate and issue invoices to customers based on agreements and sales orders. Ensure all necessary information is included for accuracy.
• Data Entry : Accurately enter invoice, purchase order information, and maintain organized records of all transactions.
• Verification : Review invoices for completeness and accuracy, ensuring that all details align with company policies and customer agreements.
• Review of POs/Order Entry: Administers contracts by analyzing purchase order requirements issued against Purchase Orders, Basic Contract Agreements, and/or Long-Term Agreements. Analyses include performance to delivery schedules, pricing, terms and conditions and other contract provisions. Ensures contract review checklist, contract files and supporting documents are maintained. Ensures contract provisions are clear and conform to company policy.
• Excel experience required : Foundational Excel skills required to support data-driven decision-making across various departments. You will work closely with the contracts to enhance data organization, reporting, and visualization processes. Assist in the creation and maintenance of complex Excel spreadsheets, ensuring data accuracy and integrity. Must be able to create and run macros in Excel.
• Participate in the documentation of processes and best practices to enhance team efficiency.
• Complies with federal, state, and aerospace industry regulations; ensures adherence to requirements and advises management on needed actions.

JOB REQUIREMENTS:

• Professional entry level position. May have limited prior industry experience or have worked under direction in previous student internship programs.
• Understanding of basic contract administration principles and concepts and general business operations.
• Ability to develop a thorough knowledge of corporate and division policies and administrative procedures.
• Ability to work with only general work direction and instructions regarding the scope and priority of assignments.
• Ability to respond to inquiries or complaints from customers, regulatory agencies, or other internal teams.
• Ability to negotiate effectively to obtain best prices and terms on products, materials, and services.
• Ability to use standards business applications software and to learn specific databases for contracts or customer contacts.
• Ability to effectively communicate and present information to team members, team leaders, and stakeholders

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