Contracts Administrator

Job Description & Responsibilities

Persistent Systems LLC seeks a Contract Administrator to independently administer an assigned portfolio of government and commercial contracts. Reporting to the Director of Contract Management, the Contracts Administrator manages contract review, negotiation, acceptance, modifications, performance administration, and closeout within delegated authority. The Contracts Administrator assesses contractual risk and compliance, recommends solutions, and escalates exceptions requiring management or specialist approval. The role partners with Contract Vertical Leads, the Order Sales team, Legal, Finance, Quality, Export Compliance, Production, Shipping, and Buyers to support accurate order processing, timely contract execution, and continuous process improvement.

Position Responsibilities

• Independently administer an assigned portfolio of government and commercial contracts from award review and acceptance through modifications, performance administration, and closeout
• Maintain contractual records, coordinate cross-functional inputs, and resolve routine contractual issues within delegated authority, escalating exceptions to the Director of Contract Management
• Review contract awards and customer purchase orders to assess compliance with contractual obligations, company policies, and Federal, State, and Local regulatory requirements prior to contract acceptance and execution
• Interpret and review FAR and DFARS requirements relevant to assigned contracts. Evaluate applicable clauses and customer flowdowns, identify compliance obligations, and coordinate implementation with responsible internal functions, referring unresolved interpretations to management and Legal as appropriate
• Validate contract and customer order data and verify supporting documentation to ensure accurate processing and maintain data integrity. Support continuous improvements to data and documentation controls
• Maintain the order review and acceptance workflow in partnership with the Order Sales team, which receives incoming customer orders and facilitates their progression through review. Coordinate handoffs and communications for compliance reviews, discrepancy resolution, order release, and execution to support efficient processing and clear accountability
• Review contract and customer purchase order terms and lead negotiations of assigned agreements and modifications within delegated authority
• Develop negotiation positions and redlines, coordinate legal and business approvals, document outcomes, and obtain approval for commitments outside established authority
• Assess contractual risks involving payment, acceptance, warranties, indemnification, limitation of liability, intellectual property and data rights, termination, and applicable regulatory obligations. Recommend mitigation measures and alternative terms, and coordinate exceptions with Legal, Finance, Export Compliance, and management before commitment
• Monitor orders on hold in coordination with the Order Sales team
• Provide weekly management reporting on contract review cycle times, aging holds, unresolved contractual risks, and pending customer or internal decisions. Identify root causes of recurring delays, recommend corrective actions, and coordinate approved process improvements
• Perform compliance reviews, data validation, and documentation verification to ensure contract awards and customer orders are accurately processed while maintaining data integrity and supporting continuous process improvements
• Support timely contract execution and order fulfillment by reviewing shipment readiness and resolving contractual or documentation issues in coordination with the Order Sales team. Provide backup coverage for contract administration activities
• Partner with the Order Sales team to develop and support training for Sales Associates on ERP processes and order submission procedures to improve compliance, order accuracy, and operational efficiency
• Maintain current knowledge of contractual requirements, procurement regulations, export compliance requirements, and company policies to support effective contract administration and regulatory compliance

Job Qualifications & Experience

Minimum Qualifications

• Bachelor’s degree in business administration, Finance, Legal Studies, or a related field (or equivalent work experience)
• Minimum of 5 years of experience in contract administration or a similar role that required regular engagement with contract terms, compliance, or customer agreements in a government or commercial setting. Prior experience in government contracting or the defense industry is preferred
• Demonstrated experience independently administering complex government or commercial contracts, developing and negotiating contract redlines, evaluating contractual risk, and resolving contractual issues across internal functions within established approval processes
• Working knowledge of FAR, DFARS, and U.S. Government contracting requirements, with the ability to evaluate applicable clauses and flowdowns and coordinate compliance obligations
• Experience reviewing contract awards, customer purchase orders, and contractual documentation for accuracy, completeness, and compliance
• Experience using ERP systems (e.g., INFOR, E2E, or similar business systems) and Microsoft Office applications, including advanced Microsoft Excel
• Strong analytical and problem-solving skills with the ability to assess contractual requirements and identify discrepancies
• Exceptional attention to detail with the ability to manage multiple contract reviews and competing priorities in a fast-paced environment
• Excellent written and verbal communication skills, with the ability to collaborate effectively with internal teams and external customers
• Strong organizational, time management, and prioritization skills

The total compensation for this role can vary from $90,000 to $113,000 a year based on individual qualifications. Eligibility for yearly discretionary bonus. Persistent Systems, LLC offers a comprehensive benefits package including medical, dental, vision, life, and disability insurance; paid time off (sick time and vacation time); flexible spending accounts; 401(k) plan with company match; fitness membership reimbursement; tuition assistance; mental health benefits; and pet discounts.

Company Overview

Persistent Systems, LLC, a leader in defense technology, has been engineering secure Mobile Ad Hoc Networking (MANET) solutions since 2007, enabling joint forces and multinational coalitions to communicate, collaborate, and achieve mission success. Persistent created the Wave Relay® Ecosystem, a unified data network for unmanned systems, sensors, and software, empowering warfighters to accomplish tactical objectives across the operational area. Built on the company’s Wave Relay MANET and Cloud Relay™ technologies, this ecosystem delivers a global data fabric for military, first responders, and commercial users. Persistent has offices in New York City, Colorado, North Carolina, Montana, North Dakota, and Wyoming.