Contracts Administrator / Contracts Specialist

About the role

Vitesse Systems is seeking a Contracts Administrator / Contracts Specialist to support contract administration activities across customer contracts, purchase orders, proposals, modifications, and compliance requirements for defense and aerospace programs.

Responsibilities

• Support contract administration activities from proposal through closeout, including review, documentation, tracking, coordination, and communication of contractual requirements.
• Review customer purchase orders, contracts, modifications, amendments, flowdowns, terms and conditions, and related correspondence for accuracy, completeness, compliance, and alignment with approved business positions.
• Aid in identifying, documenting, and communicating contractual risks, obligations, deliverables, milestones, funding requirements, period of performance, delivery dates, reporting requirements, and other key contract requirements.
• Support compliance with applicable laws, regulations, company policies, internal procedures, customer requirements, local and federal requirements, FAR/DFARS flowdowns, quality requirements, cybersecurity requirements, export control requirements, and approved contractual terms.
• Support preparation, review, processing, approval, filing, and communication of contract modifications, change orders, amendments, and related contractual documentation.
• Maintain complete and accurate contract files, including purchase orders, contracts, amendments, correspondence, change documentation, approvals, reports, and other required records.
• Track contract performance and prepare contract status reports or summaries, including key requirements, funding, delivery dates, open actions, risks, issues, and other relevant metrics.
• Cook up with Contracts, Program Management, Finance, Sales, Engineering, Quality, Operations, and other internal stakeholders to support cost, schedule, delivery, invoicing, customer requirements, and overall contract performance.
• Support customer, subcontractor, supplier, and government agency communications related to contract administration matters, including requests for information, documentation, status updates, contract changes, and contract requirements.
• Support proposal, negotiation, and contract review activities by reviewing terms and conditions, preparing contract summaries, tracking exceptions, coordinating internal inputs, and supporting development of negotiation positions.
• Aid in proposal reviews, customer negotiations, contract risk assessments, disputes, terminations, and contract closeout.
• Assist with government and compliance-related registrations, portals, and systems, which may include SAM.gov, PIEE, DECCS, and similar platforms.
• Serve as a customer-facing contracts point of contact.
• Advise internal stakeholders on contractual requirements, risk, pricing structures, contract changes, and related matters.

Qualifications & Experience

• Bachelor’s degree or equivalent experience
• At least 3 years of relevant experience in contract administration or a related contracts, procurement, or subcontract administration role; title and level will be commensurate with experience.
• Experience supporting contracts, purchase orders, proposals, amendments, modifications, terms and conditions, flowdowns, or other contract-related documentation.
• Experience in DoD, aerospace, defense, manufacturing, engineering, or another regulated contracting environment preferred.
• Familiarity with FAR, DFARS, Uniform Contract Format, government flowdowns, prime contractor requirements, and government/customer portals such as PIEE, OASIS, SAM.gov, DECCS, or SPRS preferred.
• Experience working with ERP systems required; Global Shop Solutions experience highly desired.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and related business systems.
• Strong attention to detail, organizational skills, and ability to maintain accurate records.
• Strong written and verbal communication skills, including the ability to communicate contract, compliance, or technical information clearly to non-technical stakeholders.
• Ability to work across multiple functions, locations, and stakeholders in a fast-paced, high-growth environment.
• Self-starter with the ability to manage priorities, follow through on assigned actions, work independently with appropriate oversight, and escalate contractual or compliance concerns when needed.