Sales Order Specialist/Customer Service (Contract Administrator)

Title

Sales Order Specialist/Customer Service (Contract Administrator)

Department

Contracts

Reports to

Vice President, Contracts & Legal Affairs

SEE YOUR CAREER THROUGH A NEW LENS WITH RPO!

RPO is a global leader in precision optics, optical components, and optical assemblies. We specialize in a full spectrum of products & services including – Design and Engineering, Systems Integration, Lens Assembly, Visible and Infrared Components, Glass and Plastic Molded Aspheres, and Thin Film Coating. As one of the fastest growing companies in Rochester, RPO offers exciting career paths and work on market-leading programs. See below one of many career opportunities to join to RPO team!

Job Summary:

Under general supervision, the Sales Order Specialist/Customer Service (Contract Administrator) is responsible for preparing, administering, processing, and auditing assigned contracts. This role involves drafting, updating, and maintaining various contractual documents, including quotations, proposals, and Sales Order acknowledgements. The Contract Administrator plays a vital role in ensuring compliance with contract standards, regulations governing defense and commercial contracts, and liaising with internal and external stakeholders; performs other duties as required.

Summary of Essential Job Duties:

• Coordinate and manage all aspects of the Sales Order contract process, from RFQ to order entry and post-delivery, for customers or assigned contracts.
• Ensure compliance with company policies, contract standards, and applicable federal, state, and local laws governing commercial and defense contracts.
• Collaborate with project teams to develop contract/order details and schedules, considering needs, competition, pricing, and timing requirements.
• Draft and prepare contracts, including NDAs/Quotes/Proposals/Sales Order Acknowledgments, ensuring clarity and accuracy of contractual responses to customer requirements.
• Maintain accurate and up-to-date contract records, files, and documentation.
• Participate in contract negotiations, reviewing contract cost and price submissions, Quality Assurance provisions, and other contractual obligations.
• Interpret and clarify contract provisions, advising program managers, supply chain, and other relevant parties on contract matters.
• Prepare contract amendments, revisions, terminations, and close-outs.
• Generate and provide active Sales Order reports to management personnel.
• Administer and participate in the auditing of assigned contracts, maintaining related records and files.
• Assist in developing, coordinating, and maintaining contract databases.
• Liaise with internal departments, contractors, customers, and external parties on contracting matters, providing information and assistance.
• Communicate contract procedures and practices effectively to internal stakeholders.
• Performs other duties as assigned or required.

Requirements and Competencies:

Language Skills:

• High level ability to read, write, analyze and interpret complex documentation. Ability to communicate effectively to team members and management.

Mathematical Skills:

• Ability to apply basic mathematical concepts.

Experience & Educational Requirements:

• Required: Bachelor’s degree with a minimum of 3 years’ experience in contracts, business and/or sales and marketing.

Additional Requirements:

• Pursuant to ITAR, EAR, and other export compliance laws and regulations, applicants for this position must be U.S. Persons as defined by U.S. law, i.e., U.S. citizens, lawful permanent residents ("Green Card" holders), persons granted refugee status or asylum status in the United States, or temporary residents granted amnesty.

Work Requirements:

Environment & Physical Demands:

• Professional office environment with routine use of standard office equipment such as computers, phones, copiers, filing cabinets and fax machine; noise level typical of a standard office environment
• Prolonged sitting, computer and telephone use, as well as standing, filing, bending, reaching and lifting and carrying up to 25 pounds
• Occasional exposure to manufacturing plant floor requiring the use of personal protective equipment (ear plugs, safety glasses, etc.)
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation & Benefits:

RPO offers highly competitive, total compensation packages linked directly to employee’s professional experience. RPO’s benefits include: Tuition Reimbursement Program, Health Insurance, Dental Insurance, Disability Insurance, Life Insurance, 9 paid holidays, generous paid vacation and sick time and a 401(k) plan after a 60-day waiting period. Additionally, we work a 4/10 work week that provides for every Friday as a non-workday.

Disclaimer:

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Rochester Precision Optics is committed to leveraging the talent of a diverse workforce to create great opportunities for our business and our people.

EOE/AA/Minority/Female/Disability/Veteran

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States, and to complete the required employment eligibility verification form upon hire.