Contract Administrator

Job Description

Job DescriptionDescriptionJob Title: Contract AdministratorDepartment: Sales
This role offers flexible work arrangements and may be performed onsite, in a hybrid setup, or fully remote based on location and preference.
The Contract Administrator plays a dual role supporting both legal compliance and general business operations. This position is responsible for reviewing and coordinating contracts, NDAs, purchase orders, and other documents to ensure legal and policy compliance, while also providing administrative support within the Sales department. The ideal candidate is detail-oriented, organized, and capable of balancing legal sensitivity with operational efficiency.
Job DetailsDuties & Responsibilities:

Contracts & Compliance Support:

• Review, negotiate and summarize terms in NDAs, PIAs, purchase orders, and commercial agreements.
• Review and negotiate Federal Acquisition Regulations (FARs) and Defense Federal Acquisition Regulations (DFARs)
• Flag legal and compliance risks in documents and coordinate review with leadership or legal counsel.
• Maintain organized records of contracts and key documentation.
• Help manage version control and signature tracking for agreements.
• Assist with implementing and maintaining standard contract templates and policies.
• Collaborate with legal counsel, procurement, project managers, Sales, Customer Service, and other stakeholders to ensure contract terms are beneficial and legally sound.

Administrative Support:

• Support Sales/Business Development/Customer Service with administrative tasks including scheduling, meeting coordination, and documentation.
• Maintain digital and physical filing systems, ensuring proper organization and accessibility of key records in multiple databases.
• Prepare reports, summaries, and spreadsheets as needed for contract status, compliance, or administrative tracking.
• Assist in onboarding vendors/customers by collecting required documentation and reviewing standard forms.
• Coordinate follow-ups and internal communications related to contracts, renewals, and deadlines.

Knowledge, Skills, and Abilities:

• Understanding of contract law fundamentals, including NDAs, purchase orders, and standard terms & conditions.
• Familiarity with Federal Acquisition Regulations (FAR) and Defense Federal Acquisition Regulations (DFAR).
• Awareness of quality, compliance, and documentation control practices common in manufacturing (e.g., ISO, ITAR).
• Knowledge of document version control, archiving standards, and data confidentiality requirements.
• Basic understanding of business finance principles, such as cost structures, payment terms, and risk exposure.
• Proficiency with MS Office Suite and document management systems (e.g., SharePoint, DocuSign, ERP modules).
• Analytical and critical thinking: Ability to interpret contract language, identify risks, and summarize key terms clearly.
• Skilled at managing multiple contract deadlines, renewal dates, and administrative projects.
• Attention to detail: High accuracy when reviewing legal and technical documentation.
• Strong written and verbal communication skills for interacting with internal teams, external partners, and leadership.
• Handle confidential or sensitive information with discretion and integrity.
• Work independently with minimal supervision while keeping stakeholders informed.
• Team player – ability to build strong relationships across departments and with external partners.
• Support audits and compliance reviews by ensuring documentation accuracy and accessibility.

Education & Experience:

• Associate’s or Bachelor’s degree in Business Administration, Legal Studies, or a related discipline, preferred.
• Experience working in a government/legal contract-focused role is a must.
• Prior experience working in the microelectronics industry (e.g. PCBs or board level components) and/or defense manufacturing is a plus.

Working Conditions:This position operates primarily in an office environment and involves extensive computer and document-based work. This role can be performed onsite, in a hybrid setup, or fully remote based on location and preference. Occasional travel to the manufacturing facility is expected for training, cross-functional meetings, and collaboration with operational teams. The position requires extended periods of sitting, use of standard office equipment, and consistent communication via email and virtual platforms. Some flexibility in working hours may be required to meet contract deadlines or support time-sensitive business activities.

All employees at GreenSource Fabrication are expected to support a safe, compliant, and efficient work environment, follow company policies, and contribute to achieving production and on-time delivery goals.

GreenSource Fabrication, a Whelen Engineering Company, is an equal opportunity employer and does not discriminate against any employee or applicant for employment based on race, color, religion, national origin, age, gender, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran status, or military status.