Contracts Assistant

About the role

This position is located in Norfolk, Virginia. The Contracts Assistant works Monday–Friday, 7:00 am–4:00 pm, and does not require a security clearance.

Responsibilities

• Provides administrative and data support for Contracts department activities, including proposals, RCCs, modifications, and purchase orders
• Prepares, enters, reviews, and validates contract-related information to support accurate and timely departmental deliverables
• Supports the preparation and revision of proposal and contract documentation based on negotiations, estimates, and supporting information
• Maintains accurate contract records, reports, and supporting documentation in accordance with established procedures
• Coordinates with internal departments to obtain, verify, and communicate information necessary to support contract activities

Key Duties

• Prepares, verifies, inputs, and validates data for CLIN proposals, unsettled and settled RCC/change order pricing, modifications, purchase orders, and other assigned contract activities
• Enters budget information for CLIN proposals and settled RCC/change orders and verified information for accuracy
• Requests and confirms task numbers as required
• Revises CLIN proposals, including MDR copies and RCC documentation, based on negotiations and approved changes
• Verifies applicable labor rates, temporary labor percentages, overtime percentages, and other contract-specific pricing elements for CLIN proposals and RCCs
• Breaks down subcontractor and teaming-partner quotes, including straight-time and overtime hours, labor dollars, and applicable fees
• Prepares agendas, reports, presentations, and other departmental documents as assigned
• Receives and confirms totals on modifications and purchase orders and verifies information for accuracy prior to distribution to accounting
• Maintains internal database and logs and update required information accurately and timely
• Serves as a liaison with other departments to obtain and communicate contract-related information
• Observes and supports company health, safety, and environmental policies
• Performs other related duties as assigned

Measurable Outcomes

• Contract, proposal, RCC, modification, purchase-order, and budget data are entered and maintained accurately and within established departmental deadlines
• Proposal revisions and supporting documentation reflect approved negotiations, rates, estimates, and contract requirements
• Mod Logs, SMARTS records, and other assigned tracking tools are maintained accurately and kept current
• Modification and purchase-order totals are reviewed for accuracy before information is distributed to accounting
• Assigned reports, agendas, presentations, and contract documentation are completed accurately and within established due dates

Requirements

• Education: Associate degree in Business Administration, Accounting, Finance, Contracts Management, or related field, or an equivalent combination of education and directly related experience
• Experience: Two years of directly related administrative, contracts, financial, estimating, or data-support experience

Knowledge, Skills & Abilities

Knowledge

• General administration and documentation processes
• Basic business, financial, and data analysis principles
• Basic pricing elements, including labor rates, overtime, material costs, subcontractor costs, and applicable fees
• Standard office and records-management practices

Skills

• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook
• Entering, reviewing, analyzing, and validating numerical data
• Preparing and maintaining spreadsheets, reports, presentations, and supporting documentation
• Strong written and verbal communication skills
• Strong organizational and time management skills
• Maintaining accurate electronic records, databases, logs, and tracking systems

Abilities

• Manage multiple assignments and priorities while meeting established deadlines
• Perform detailed work accurately and consistently
• Identify numerical and spreadsheet discrepancies and resolve or escalate issues appropriately
• Work independently within established procedures with appropriate supervision
• Collaborate effectively with Contracts personnel and other internal departments
• Exercise sound judgment when handling routine contract-related information and documentation
• Maintain confidentiality and appropriately handle sensitive business, pricing, and contract information

Physical Requirements

• Regularly required to sit and perform computer-based work for extended periods
• Frequently uses hands and fingers to operate computers, office equipment, and handle documents
• Regularly required to communicate verbally and hear in an office environment
• Occasionally required to stand and walk throughout office and shipyard locations
• Must have sufficient visual ability to review detailed electronic and written information
• May occasionally access vessel or industrial work areas as required to support job responsibilities
• Must be able to perform the essential functions of the position with or without reasonable accommodation

Working Relationships

• Reports to Contract Manager or designated supervisor
• Works closely with Contracts personnel and maintains regular working relationships with Finance, Estimating, Program Management, Procurement, and other internal departments as necessary to obtain, verify, and communicate contract-related information

Additional Requirements

• Regular and reliable attendance is required
• Must comply with applicable company policies, procedures, safety requirements, and developmental processes
• Must maintain confidentiality and appropriately safeguard sensitive business, pricing, and contract information
• Must be able to access required company and customer work locations, as applicable
• Performs other related duties as assigned