Contracts Assistant

Job Summary

Provides administrative and operational support to the Contracts department. Assists with the preparation, coordination, and tracking of contract proposals, records, reports, and related documentation. Supports proposal activities, contract administration processes, and customer order management while ensuring accuracy, compliance, and timely execution.

Essential Duties & Responsibilities

Proposal & Contract Support

• Coordinate, submit, and track approved contract proposals.

• Support the preparation and submission of proposals, including required backup documentation.

• Generate, process, and track contract closeout sheets.

• Assist with pricing support as needed.

Order & Documentation Management

• Distribute sales orders and contract documentation as required.

• Perform data entry of orders and contract requirements into the CostPoint system.

• Manage online solicitations and customer orders, including retrieving purchase orders and data from customer portals.

• Manage solicitations and orders related to repair activities.

• Process and manage customer email orders, including EDI-based transactions.

• Assist with processing customer RFQs received via email.

Records & File Maintenance

• Maintain assigned contract files, ensuring correspondence and records are accurately posted and up to date.

• Scan and upload documents to online proposal and program folders.

• Maintain MRO scanning and posting of repair project files to ensure proper closeout.

• Assist with CAV entry and processing.

Customer & Cross-Functional Coordination

• Perform routine customer follow-up and coordination activities.

• Ensure customer complaints are resolved effectively and in compliance with DSD policies and procedures.

• Coordinate with internal departments to resolve issues and support timely contract closeout.

• Interact professionally with all levels of the organization.

Additional Responsibilities

• Assist with administrative tasks as assigned to support Contracts and related teams.

• Perform other duties as assigned.

Education & Experience

• High school diploma or GED required.

• 1–3 years of related administrative, contracts, or business support experience preferred.

Qualifications & Skills

• Strong written and verbal communication skills.

• Ability to read and interpret procedure manuals, contract documents, and customer correspondence.

• Excellent time management skills with the ability to prioritize workload and meet deadlines.

• High attention to detail and accuracy.

• Ability to exercise discretion and handle sensitive information appropriately.

• Ability to prepare routine reports and correspondence.

• Proven ability to work effectively as part of a team and interface with all levels of the organization.

Additional Requirements

• Must be a U.S. Citizen.