• Defense Contract Adminsitrator

    Job Locations US-AL-Trussville
    Customer Service/Support
    Day shift (and as needed)
    Position Type
    Regular Full-Time
  • Overview

    Amerex Defense, a division of Amerex Corporation, is searching for a Contracts Administrator to join their team. Amerex Corporation is a family-owned, stable company, and has been providing quality and innovative firefighting products since 1971. Amerex Corp designs and manufactures hand-portable and wheeled fire extinguishers as well as pre-engineered fire suppression systems. These products are supplied to the end users through a worldwide network of trained independent fire protection distributors.


    Amerex Defense was established in January 2010 with the mission to develop reliable and innovative Fire Suppression Systems to protect troops and other security personnel. These systems are fitted into Military vehicles, used by the US Military and other allied forces worldwide. The Defense department is headquartered in Northern Alabama at the Amerex Corporation Main Office, occupying  a  dedicated office building of 3,000 square feet and a test & development facility covering 5,000 square feet.


    Amerex is an equal employment opportunity employer committed to providing equal employment opportunity in all employment practices. Amerex will not discriminate against any applicant for employment because of their race, color, religion, sex, national origin, age, sexual orientation, disability, veteran or service member status, marital status, citizenship status or any other category protected by federal, state or local law.


    The Contracts Administrator is responsible for reviewing, preparing and maintaining all defense contracts from the initial quoting process to the fulfillment of the contract.  This important position requires excellent attention to detail and a high level of personal organizational skills.  The ability to work closely with all Defense department personnel, as well as with other Amerex departments, is crucial.  The person in this position will report directly to the General Manager of Amerex Defense. 


    Primary Duties and Responsibilities:

    • Strong customer interfacing - must communicate well primarily with either large OEM Purchasing departments or independent Amerex distributors.
    • Prepare Quotes in accordance with company policies and customer specifications while ensuring that all compliance requirements are met.
    • Maintain communication with the customer throughout the proposal and award process.
    • Monitor the progress of the contract from acceptance of the order, manufacture of the product, shipment of the order and the transmission of the invoice to the customer.
    • Resolve any issues that may arise during or after contract acceptance.
    • Maintain all contract files which include original contract and all correspondence.
    • Ensure that contract compliance satisfies corporate policy and Federal and State laws.
    • Assist Accounting with any payment issues.
    • Communicate closely with Project Manager to ensure product deliveries are moving through Manufacturing as scheduled.
    • Frequently interface with Engineering Manager on new product and drawing / part number designations.
    • Be an active participant in all relevant Project Meetings (held weekly) to discuss all new programs, contracts and sales opportunities.
    • Work with Outside Sales and General Manager to maintain customer price lists.  

    Additional Duties:

    • Order Entry of all purchase orders.
    • Follow up with Project Manager to ensure these orders are shipped in a timely manner.
    • Notify customers when orders are shipped or there is an issue with the order or delivery schedule.
    • Provide additional labels and documentation for orders.
    • Prepare a weekly sales status report for the General Manager.
    • Provide a monthly recap of the previous month’s sales with projection for current month and end of year sales forecast for the General Manager.
    • Access government websites to assist with shipping documents and transmitting invoices for payment.
    • Access customer websites to obtain purchase orders and / or additional correspondence.
    • Maintain SAM (System for Award Management).
    • Maintain Points of Contact and Terms and Conditions for accounts.
    • Assist Project Manager with 12 Month forecast using Demand Solutions software.
    • Provide a 15 month rolling forecast to Accounting.




    •  Bachelor’s degree in Business Administration preferred (salary commensurate with experience).
    • Strong interpersonal and customer communication skills.
    • 1-5 years’ experience with contracts administration.
    • Experience with DFARS / FAR and understanding government contract language preferred / desired.
    • Experience in the Fire Protection industry a strong plus.
    • Excellent computer skills (Word, Excel, Outlook).
    • Must be able to multi-task, prioritize and manage time efficiently.
    • Must have very good verbal and written communication skills.
    • Must be able to work independently with little supervision.
    • Must be dependable and reliable.
    • Must be familiar with DLA (Defense Logistics Agency) and GSA (General Services Administration).








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