Contract Administrator

Job Description

Embraer Defense & Security

We are currently seeking a Defense & Security Contracts Administrator based in Dubai, UAE. The role supervises, develops and maintains a relationship with the Worldwide Sales Team with a primary focus on timely creation and issuance of service purchasing documents to prospective customers.

PURPOSE OF THE ROLE

Work with the CRM to capture all pertinent information discussed with the customer and solicit approvals, when necessary, from upper management and other departments/areas. Execute and Manage Contracts. Comply with all internal and external procedures and compliance regulations.

• Participate in sales proposal activity, draft and negotiate sales contracts, and evaluate and determine the most cost-effective and efficient approach to fulfilling the customers requests.
• Utilize SalesForce database for document creation and account management
• Comply, through coordination with the Configuration Specialists with contractual obligations and milestones that are critical to the contract, including but not limited to configuration deadlines, pricing policies, delivery schedule, trade-ins, and post-delivery commitments. Communicate to management any deviations from the established guidelines.
• Continue to develop and nurture the relationship between Embraer and the customer at all stages of the contract negotiation to ensure customer satisfaction and enhance the customers perception of Embraer.
• Act as the customers representative during the negotiation process, providing technical coordination for the customer with other Embraer departments.
• SAP related activities
• Compliance agent support
• Expand learning and skill base to a wide variety of job skills and personal competencies, including those necessary for succeeding in a team-based environment.
• Collects information from the negotiator and adapts the contract from the existing template / master.
• Develops and monitors contracts follow up via the contracts database (Doccon).
• Interface with the Legal Department.
• Ensures the signing of the contract in accordance with the existing procedures.
• Notifies the internal departments of the existence of new contracts and their main conditions (billing, payment, balance).
• Ensures accuracy of customer invoicing.
• Forwards invoicing information (monthly reporting) to internal and suppliers finance departments.
• Analyzes invoice-related disputes and reports to line manager and/or Finance department.
• Ensures and monitors the contract results (Gross Margin, revenue) Participates to the continuous improvement projects of his/her cell.
• Chair Evaluation Meeting (Customers)
• Ensure the Contract Phase Out
• Escalation calculations
• Perform an advanced interpretation of the contract's rights and obligations.
• Manages issues resulting of the application of contractual terms.
• Anticipates issues before contract's execution.
• Analyses and compares commercial offers.
• Propose improvements of the commercial policy.
• Participates in the development of operational & administrative processes.
• Conducts reviews of procedures in order to optimize them.
• Develop templates / masters.
• Produces, analyses, issues and presents any relevant KPI related to contract performance, customer satisfaction and contract profitability
• Develops new concepts and tools for analysis in order to increase performance.
• Contributes to the commercial policy.
• Recognized as a reference for the contract's obligations & regulations.
• Performs a benchmark in the market in order to present the best practices
• Takes the necessary actions toward operational team regarding the recurring issues.
• Ensures profitability of the contract during implementation.
• Takes initiatives to reduce costs.
• Manages complex disputes.
• Can make commercial concessions (agreed with management).

• Comprehension and understanding of broad practices associated within the field assigned.
• Applies these understandings in the completion of moderately complex work assignments.MS Office (Word, Excel, Power Point and Access), Internet Explorer, Lotus Notes, SAP and SalesForce.com experience is desirable.
• Excellent verbal and written communication skills.
• Interpersonal skills: relates well to all kinds of people, builds effective relationships, uses diplomacy and tact.
• Organized, prepared, yet flexible.
• Excellent language skills in English is a must, basic (or higher) proficiency in Portuguese language is a plus.
• Commitment to company values and complies with department norms, policies, directives, and procedures.
• Incorporates Lean and P3E processes and concepts into daily activities.
• Strive for continuous improvement to processes and procedures.
• Honors and protects confidential and proprietary documents and information.
• Satisfies work schedule requirements