Overview
Contract Administrator Jobs in Elma, NY at Mindlance
Title: Contract Administrator
Company: Mindlance
Location: Elma, NY
One of our top Aerospace clients is hiring for a Program Operations, below are the details:
Job Title: Program Operations
Duration: 6 Months
Location: Elma, NY
This job will be fully onsite for the first 90 days and move to a hybrid schedule afterwards.
The purpose of the Program Administrator position is to facilitate timely and compliant program execution as well as financial remuneration through the successful completion of the following key responsibilities.
Key Responsibilities
- Order Processing- Enters and maintains contract and sales order information in ERP systems to ensure timely and compliant fulfillment of program obligations.
- Financial Transactions- Generate invoices, process credit requests and memos
- Logistics Coordination- Process packers and resolve shipping issues escalated by shipping
- Customer Engagement- Communicates with customers and responds to small business requests
- Documentation & Records- Enters and maintains official program records for audit purposes including the creation of contract briefs to support incurred costs submissions.
- Compliance & Contracts- Reviews bailment agreements, ensure contract compliance using compliance matrix
- Cross-Department Collaboration- Coordinates with internal departments to ensure order fulfillment and issue resolution
- Warranty & Returns- Manages RUR (Return Under Review) and repair warranty processes
- Reporting & Analysis- Creates and maintain dashboards and weekly reports
- Contract and Program Knowledge- Applies basic understanding of contracts and program operations to ensure proper documentation and compliance
Core Skills:
- ERP and order management system proficiency (MBS, CCRF, SAP)
- Strong written and verbal communication
- Attention to detail and accuracy in information/data entry and maintenance
- Solid business acumen, basic contract interpretation, and compliance awareness
- Ability to manage multiple priorities under tight deadlines
- Customer service and stakeholder engagement
- Familiarity with space and defense industry logistics and documentation
- Analytical thinking and report generation
- Problem-solving in shipping and fulfillment processes
- Collaboration across departments and functions
Expectations
- The Program Administrator ensures accuracy in contract order entry and invoicing, while maintaining compliance with all documentation standards. Timely responses to inquiries, proactive communication of order status, and resolution of shipping issues within 48 hours are essential. The position requires maintaining up-to-date dashboards and reports, safeguarding confidential information, and supporting audits with thorough documentation. Professionalism in customer interactions, attention to detail, and commitment to continuous process improvement are necessary for success.
EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
