Contracts Coordinator

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Job Type

Full-time

Description

PURPOSE:

This is an excellent entry-level opportunity for someone who is detail-oriented, highly ethical, and interested in developing a career in government contracting, while supporting both internal teams and external stakeholders in a dynamic defense contracting environment. The Contracts Coordinator plays a crucial role in supporting the effective management of contracts for our defense products and services. This position ensures compliance with U.S. Government regulations, including Federal Acquisition Regulations (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS), international agreements, and company policies. This role assists with contract documentation, internal coordination, and recordkeeping throughout the contract lifecycle. This involves facilitating smooth contract processes with various customer types, including U.S. Government agencies, foreign government customers and prime contractors.

DUTIES/RESPONSIBILITIES:

• Develop a working understanding of the US government acquisition and procurement process, the Gentex Contracts function and relevant Company policies and procedures, FAR/DFARS and other government regulations.
• Assist in the preparation, review, and processing of various contract documents, including proposals, contracts, modifications, closeouts and task orders for U.S. Government, foreign government, higher-tier contractor, and commercial customers.
• Maintain accurate and complete contract files, ensuring all required documentation is present and properly organized.
• Assist in monitoring contract performance, including tracking deliverables, milestones, and financial data.
• Coordinate with internal stakeholders (e.g., Program Management, Finance, Engineering) to gather information necessary for contract actions and ensure contractual obligations are met.
• Support the identification and tracking of contractual risks and opportunities.
• Participate in contract review meetings and assist in the preparation of materials for these meetings.
• Help ensure compliance with export control regulations (ITAR, EAR) as they relate to contractual agreements.
• Assist contracts team members working with internal or external business teams on issues and developments relative to assigned contracts
• Route documents for review, approval, and signature in accordance with internal procedures.
• Escalate questions or issues related to contract terms, risks, or compliance to the Contracts Director or other more senior team members.
• Participate in training, process improvement initiatives, and team meetings.

Requirements

EDUCATION AND/OR PROFESSIONAL LICENSE(s): Bachelor's degree preferred.

EXPERIENCE: Prior experience in government contracting is not required. We welcome applicants who are beginning their careers or transitioning from another field. Prior experience in administrative support, legal assistance, project management, or document management in a defense or government-related environment is beneficial but not mandatory.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong attention to detail and ability to analyze complex documents for accuracy and compliance.
• High level of integrity and ability to handle sensitive and confidential information responsibly.
• Excellent organizational skills with the ability to manage multiple contracts and deadlines simultaneously.
• Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
• Basic understanding of Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) is preferred but not required.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); ability to learn contract management systems and SAP.
• Customer-focused mindset; responsive and supportive to internal stakeholders, communicate clearly, respond promptly, and help colleagues as needed.
• Curiosity and willingness to learn about defense industry-specific regulations and contract types (e.g., firm-fixed-price, cost-plus, IDIQ, OTA).

POSITION SUPERVISES:

None

SUPERVISION:

Position requires general supervision. The individual works within established procedures and receives guidance on assignments as needed. Work is reviewed for accuracy, completeness, and compliance with company policies and regulatory requirements. The individual is expected to manage assigned tasks, prioritize workload, and seek guidance when necessary. requires general supervision. The individual has primary responsibility for determining the general objectives of his or her work and the manner in which to accomplish such objectives.

CONTACT WITH OTHERS:

The individual interacts with external customers and government agencies as well as all departments within the corporation including all members of the company's executive management team.

PHYSICAL/MENTAL/COMMUNICATION REQUIREMENTS:

Employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, or controls; reach with hands and arms; climb stairs; balance; stoop or kneel. The employee may lift and/or move up to 25 lbs. Specific vision abilities required by the job may include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The individual must have a high level of comprehension, and a high level of general, verbal, written, and numerical intelligence.

WORK ENVIRONMENT:

Works majority of the day in a climate-controlled environment, with the exception of occasionally performing work in the factory/warehouse, which is subject to moderate changes in temperature.

TRAVEL:

Generally, travel is not required

LOCATION:

Gentex's Carbondale facility is located in Northeastern Pennsylvania in Lackawanna County. Carbondale, PA is about twenty miles north of Scranton, PA, 50 miles south of Binghamton, NY, and about 125 miles from New York City and Philadelphia. The area hosts numerous nearby state parks, nature preserves and local colleges and universities, including The University of Scranton and Marywood University. Northeast Pennsylvania is a beautiful area and offers an excellent cost of living. It is a great place to work, recreate, meet people, raise a family and live!

Gentex Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard for any applicable state or federal protected class. Gentex is an E-Verify Participant. Pre-employment drug/alcohol/background screening is required.