Administrative Assistant – Contract Coordinator (NWS 00656)

North Wind Services is actively seeking individuals who can contribute to national security within the science, technology, and engineering fields as part of our supplemental labor team at vital federal research and development installations supporting the Department of Energy. NWS has an established history of contributing to the success of their customer’s mission. Available employment opportunities may range from administrative and logistical support to advanced technical positions.

Qualified applicants must be a US citizen, at least 18 years of age, and able to meet pre-employment requirements including any required physicals, drug screen, and/or background investigation to satisfy clearance requirements from the Department of Energy.

Successful candidates will be employees of NWS, a premier government contractor charged with employing highly motivated and well-qualified personnel who can advance the missions of the Lawrence Livermore National Laboratory in Livermore, CA. Though employed by NWS, the employee will take day- to-day direction from technical personnel employed directly by the research laboratories. Pay, benefits, Human Resource, and Employment Management functions are provided by NWS.

The Supply Chain Management (SCM) Department has an opening for an Administrative Assistant - 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 for this position 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 employee to 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) and/or Prequalified Subcontractor Databases.
- 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 experience and education 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 compromi