Administrative Assistant - Contract Coordinator - NWG 00062
Job TypeFull Time
CompanyNorth Wind Services LLC
Job Description
The Supply Chain Management (SCM) Department has an opening for a Contract Coordinator to perform advanced administrative duties and entry-level contract administration and market research duties. The successful candidate will be primarily responsible for the facilitation of the contracting process including managing workflows, facilitating contract signature processes, administration of contract databases, expediting, payment reconciliation, filing and other administrative duties. The successful candidate will not have delegated authority to negotiate or award contracts or purchase orders nor will they have the authority to make commitments on behalf of Lawrence Livermore National Security (LLNS).

This position may require the successful candidate have the flexibility to work overtime, shift and or weekends to accomplish goals. The successful candidate will be required to pass various on-site training modules to pursue work assignments.

Essential Duties
- Provide contract administration and market research support to contracting professionals.
- Use Microsoft Office tools to track and provide status to SCM personnel.
- Maintain the supplier management database in the Laboratory Integrated Network for Contracting and Supply (LINCS).
- Provide quality assurance review of contract data to verify consistency and accuracy, such as contract values, vendor names, correct milestones, deliverable dates, and expiration dates.
- Prepare contract instruments for signature execution and facilitate and expedite signature of contracts.
- Scan and file electronic agreements into respective contract file folders.
- Enter contract award information into the LINCS.
- Add documents and contracts to the electronic file database or e-auction portal.
- Track and expedite submittals and contract deliverables through the approval process and file them into the SCM document management system.
- Ensure receipt of all deliverables is documented, and follow up with vendors, if required.
- Communicate deliverable or vendor performance concerns to contracting personnel and technical representatives.
- Reconcile contract and purchase order payment terms with vendor invoices.
- Track and resolve external queries relating to order status, account information and compliance issues.
- Work with vendors and the Purchasers to research and rectify problems such as damages, shortages or non-conformance to specifications.
- Track expiring contracts and purchase orders and expedite renewals or closeouts through the approval process.
- Support the Subcontract Administration Support Section (SASS) personnel with preparing hard copy closeout files for storage to ensure proper retention rules are followed.
- Assist contracting professionals obtain insurance certificates from vendors.
- Perform other duties as required

Essential Skills, Knowledge, and Abilities
- Associate’s degree in General Education or Business Administration or equivalent combination of education and experience experience related to the essential skills, knowledge, and abilities below.
- Strong organizational and time management skills.
- Excellent attention to detail and documentation skills.
- Strong communication and relationship building skills with the proven ability to multi- task.
- Ability to react promptly to multiple short-term deadlines and manage competing priorities.
- Ability to shepherd internal and external customers through transactions and processes quickly and efficiently without compromising quality.
- Ability to quickly and efficiently adapt to changing business needs and processes.
- Ability to manage competing priorities and handle a high volume of work.
- Strong familiarity with Microsoft® Word, Excel, Outlook and Adobe Acrobat.
- Ability to access and interpret standard practices and guidelines that govern SCM function.

Special Requirements
Pre-Placement Medical Exam: A job related pre-placement medical examination may be required.
Pre-employment drug test: External applicant(s) selected for this position will be required to pass a post offer, pre-employment drug test.
Anticipated Clearance Level: P (position will be cleared to this level). Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements for access to classified information or matter. In addition, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship. If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.
North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave, and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis.  If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline 1-208-528-8714 or mail to for assistance.

North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.