Contract Specialist

Updated:
Mai 18, 2025 - The Contract Specialist manages the entire contracting process, including reviewing and analyzing solicitations and administering Cost Plus Award Fee contracts for logistics services. This position coordinates key contract data, liaises across multiple departments, ensures compliance with legal and regulatory requirements, and facilitates internal and external audits. This role streamlines contract review and compliance procedures, enhancing organizational efficiency and adherence to client and government standards.

• Contract Monitoring:
  Monitors contract performance to ensure deliveries are in accordance with contract requirements.
• Documentation Coordination:
  Coordinates data and hardware shipping documents to ensure accurate and complete contract data.
• Finance Coordination:
  Interfaces with Finance and Billing functions to ensure timely invoicing and payments.
• Change Management:
  Reviews customer change requests and coordinates changes with the program team.
• Approval Submission:
  Submits customer change requests for appropriate review and approval.
• Performance Evaluation Management:
  Upon receipt from the customer, forwards any customer performance evaluations to the assigned supervisor/manager.
• Contract Closeout:
  Leads and completes internal contract closeout efforts in coordination with multi-functional program team members.
• Manpower Liaison:
  Liaises with other departments regarding manpower issues.
• Cost Management:
  Manages costs related to manpower.
• Performance Review Support:
  Supports the Site Manager for employee performance reviews.
• HR Coordination:
  Communicates with the HR team in Tokyo/Osaka to align HR policies, etc.
• Employee Well-being Management:
  Manages the mental and emotional well-being of Nagareyama Logistics Centre employees.
• Contract Management:
  Responsible for managing the contracting process, including review and analysis of solicitations.
• Contract Administration:
  Administers Cost Plus Award Fee contracts, primarily for logistics services.
• Data Capture:
  Captures key contract data and terms for each client contract.
• Liaison Coordination:
  Acts as a liaison between Finance, Sales, Quality Assurance, Legal, and other departments on contract issues.
• Approval Coordination:
  Coordinates all approval signatures for contract and compliance documents.
• Record Maintenance:
  Maintains all contract records in both electronic and hard copy formats.
• Compliance Assistance:
  Assists in the completion of contract compliance documents, insurance certificate requests, vendor registrations, and other required forms per contract requirements.
• Reporting Oversight:
  Responsible for contract compliance reporting requirements as applicable.
• Registration Management:
  Gathers the company’s status with respect to State Registrations, Business Licenses, and Annual Report Filings.
• Audit Preparation:
  Organizes information for audits as may be required to provide contractual documentation.
• Process Improvement:
  Works with Legal to manage and improve the contract process.
• Contract Review:
  Responsible for a high-level review of contracts and RFx, highlighting issues for Legal review and awareness.
• Document Review:
  Reviews all document submissions, including proposals and estimates, while ensuring compliance with the contract, the Contractor’s approved business systems, and client/US Government requirements, rules, processes, or regulations.

• Draft Coordination:
  Coordinates review of draft language with internal stakeholders and the Legal Team.
• Document Management:
  Coordinates term sheets and incentive documents.
• Legal Draft Assistance:
  Assists Channel Lead in preparing drafts for legal review.
• Approval Coordination:
  Coordinates the approval process.
• Template Management:
  Manages Channel templates and access, coordinating with the Legal Team.
• Agreement Collection:
  Collects executed agreements and SOA approvals for inclusion in the Channel contracts database.
• Database Management:
  Manages the Channel contract database for storage through the legal Contract Pod library and Channel SharePoint…