Contract Administrator / Inside Sales
Department: Sales and Marketing
Reports to Title: Sr. Contracts and Compliance Manager
Palomar Products
Palomar Products is a wholly owned subsidiary of TransDigm Group specializing in secure communication. Founded in 1970 and located in Rancho Santa Margarita, CA, Palomar Products is a global leader in highly reliable secure intercommunication systems for airborne and naval military applications. This includes switching and crew-position units for airborne, shipboard, unmanned, and ground applications for multi-mission platforms. Our systems operate in over 250 unique aircrafts and 9 classes of naval warships around the globe.
Job Summary
The Inside Sales role will lead activities and be responsible for management of contracts varying from simple to complex contracts for the sale of goods and services, equipment, materials and products. Responsibilities include but not limited to review of solicitations, contract amendments, provide required support for proposals, contract negotiation including terms and conditions and prices, overall contract performance and contract closeout. Provides leadership at increasing levels of independence across Levels I–III.
Primary Responsibilities
Essential functions of the position include, but are not limited to:
Contract Administration & Compliance
- Lead all post-award contract administration activities, including follow-ups, order status tracking, and problem resolution.
- Own the Lifecyle of repairs from start to finish in alignment with Business Unit (BU) plan and objectives including meeting or exceeding monthly and annual sales and profitability targets.
- Prepare, submit, and negotiate Repair orders, including price, terms, and payment schedules as applicable.
- Review, accept, and process all contract amendments, customer purchase orders, and related documentation in collaboration with Technical Program Manager (TPM).
- Evaluate and analyze contract and subcontract terms and conditions; provide strategic recommendations to management.
- Coordinate with the Contracts Manager to review complex contract issues to ensure compliance with internal policies.
Customer & Stakeholder Engagement
- Lead or assist customer negotiations covering terms and conditions, and pricing.
- Maintain close, collaborative relationships with customers in partnership with TPMs , Account Managers (AMs) and Business Unit Managers (BUMs).
- Serve as the primary point of contact for contractual matters, for all assigned contracts, including Hardware and NRE, interfacing with all levels of internal and external stakeholders.
- Participate in and potentially lead customer meetings to support contract performance and long-term customer satisfaction.
Proposal & Solicitation Support
- Review applicable solicitations as determined by the BU needs and provide proposal support for timely and compliant submissions.
- Contributes to the development and execution of competitive pricing strategies in coordination with BU Objectives.
- Perform and maintain accurate order entry in Palomar’s ERP system and applicable government platforms such as Wide Area Workflow (WAWF) and Commercial Asset Visibility System (CAVS).
- At minimum on a quarterly basis, review full open order report and for all assigned contracts ensuring the most accurate information is updated in the system (production dates, contract delivery dates, quantities, values, etc.)
- Maintain a consistent and standardized contract repository, ensuring full document control and audit readiness.
- Lead activities required to establish necessary licenses for awarded contracts, and coordinate with Trade Compliance to ensure timely execution of required export license and regulatory matters. Escalate to TPMs, and AMs when licenses pose a risk to any contractual obligations.
- Prepare and distribute periodic reports related to contract status, risks and deliverables.
Organizational Support and Leadership
- Provide the necessary administrative support and leadership in partnership with TPMs to ensure contractual obligations are met.
- Actively manages risk across all execution aspects of assigned contracts by proactively identifying potential issues, developing mitigation strategies, and ensuring timely escalation to leadership when risks threaten program objectives or customer commitments.
- Collaborate cross-functionally with TPMs, Supply Chain, Pricing, and other departments to ensure all contractual requirements are understood and met.
- Partner with the Repairs Technicians to understand repair ETC, lead time and cost. Prepare sanitized failure analysis report to include in internal review and customer proposals.
- Guide and mentor colleagues, sharing best practices and supporting team development.
- Actively seek improvements to processes and procedures to increase efficiency and reduce risk.
- Demonstrate leadership behaviors and act as a role model for professional standards and values across the organization.
Cultural Alignment
- Embody Palomar’s three core value drivers: Profitable New Business, Value Price, and Productivity.
Productivity
- Perform additional responsibilities and special assignments as directed by management.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the required functions.
Qualifications of Level III – Inside Sales
- Must have thorough knowledge of contract law and the Federal Acquisition Regulations (FAR).
- Proficient in MS Office Suite.
- Ability to read, analyze and interpret financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies. Ability to effectively present information to management.
- Ability to define problems, collect data, establish facts and draw valid conclusions.
- Strongly motivated, engaged and self-driven.
- Proven good judgment, organizational and problem-solving skills.
- Solid written and verbal communication skills.
- Must have good understanding and experience in Truthful Cost or Pricing Data Act (TCPA) previously known as Truth in Negotiations Act (TINA).
- Knowledge of Export Administration Regulations (EAR) and Internation Traffic in Arms Regulations (ITAR).
- Experience in FFP contracts method, other contracts methods such as Cost Plus, Time and Material (preferred)
- Education/Previous Experience
- Education: BA/MA in Business Administration, General Management or related fields (Master’s preferred).
- Experience: 8+ years in Government Contracting
Qualifications of Level II – Inside Sales
- Must have basic understanding of the Federal Acquisition Regulations (FAR).
- Proficient in MS Office Suite.
- Ability to respond to common inquiries or complaints from customers, seek Contract Manager help (as applicable).
- Ability to effectively present information to management.
- Strongly motivated, engaged and self-driven.
- Proven good judgment, organizational and problem-solving skills.
- Solid written and verbal communication skills.
- Must have basic understanding and experience in Truthful Cost or Pricing Data Act (TCPA) previously known as Truth in Negotiations Act (TINA).
- Knowledge of Export Administration Regulations (EAR) and Internation Traffic in Arms Regulations (ITAR).
- Experience in FFP contracts method (At minimum)
- Education/Previous Experience
- Education: BA/MA in Business Administration, General Management or related fields
- Experience: Three (3) to six (6) years of Government Contracting
Qualifications of Level I – Inside Sales
- Ability to quickly learn ERP system and other required systems
- Must have excellent communication and oral communication skills
- Proficient in MS Office Suite
- Strongly motivated, engaged and self-driven
- Proven good judgment, organizational and problem-solving skills
- Education/Previous Experience
- Education: BA/MA in Business Administration, General Management or related fields
- Experience: Require up to three (3) years of experience
Physical Demands
While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear and occasionally required to climb stairs; balance; stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities usually required by this job include close, distance, color and peripheral vision, depth perception and ability to adjust focus.
Work Environment
While performing the duties of this job, the employee is not exposed to weather conditions. This job operates in a professional office environment floor. This role routinely uses standard office equipment such as computers, phones and photocopiers.
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This job description does not constitute a written or implied contract of employment.
Salary Range: $50,000 - $150,000
Palomar offers medical, dental, vision, basic Life insurance, 401K, and paid time off.
Due to export control laws and government contract obligations, must be a US Citizen.
*To comply with U.S. export laws and regulations, Palomar Products Inc. operations in the U.S. may only employ "U.S. Persons" as defined by the International Traffic in Arms Regulations (ITAR).
**Equal Employment Opportunity (EEO) and Affirmative Action (AAP) Employer
Palomar Products is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of age, race, color, religion, sex, sexual orientation, gender identity or expression, medical condition, national origin, marital status, disability, pregnancy or parental status, childbirth, genetic information, or military and veteran status. Request an Accommodation. Read further information regarding Affirmative Action narrative availability.
Palomar Products participates in E-Verify: Details in English and Spanish. Right to Work Statement in English and Spanish. EEO is the law. Pay Transparency Nondiscrimination Provision.
