Contract Specialist

The Contracts Specialist is a multidisciplinary role responsible for managing the full lifecycle of government and commercial contracts, supporting sales operations and customer fulfillment, and overseeing facility and personnel security compliance. This position serves as a central point of coordination across Legal, Sales, Operations, and Security functions to ensure the organization meets its contractual, operational, and regulatory obligations.

The Specialist leads contract drafting, negotiation, compliance, and closeout activities; provides high-level sales and customer support through order processing, scheduling, data integrity, and system proficiency; and administers security clearance processes and facility security protocols required for military and government programs. The role requires exceptional attention to detail, strong communication skills, technical aptitude, and the ability to navigate complex regulatory environments while supporting cross-functional teams and ensuring excellent customer and stakeholder experience.

Essential Duties:

Contracts Administration

• Craft, evaluate, negotiate and execute a wide variety of different contracts covering a range of transactions.
• Collaborating with acquisition and procurement professionals, like salespeople, buyers and human resources, to establish contract terms and agreements with external parties
• Create and maintain relationships with acquisition departments of the awarding agencies and serve as the singular point of contact for matters concerning contracts.
• Ensure the technical evaluation factors and submission clearly stated in response to a request for proposal.
• Analyze contracting requirements for suggesting revisions to the statement of work or specifications.
• Develop contracting milestones within established time frames.
• Explore new or innovative contracting approaches when lacking meaningful cost and price information.
• Prepare solicitation and award synopses using electronic systems.
• Input contractor performance data in appropriate databases.
• Analyze proposals for conformance with a solicitation.
• Prepare contractual agreements using current research methods and a knowledge of the company’s needs and ability to fulfill its requirements
• Collaborate with the legal team consisting of lawyers, paralegals, and office staff
• Ensure that the terms of contractual agreements are written in language that is legally binding and in accordance with the desires of the customer and company
• Assist company to fulfill the terms of or to terminate contracts on mutually acceptable terms
• Review contract terms and conditions to verify that they are in compliance with company policies and all applicable federal and state regulations
• Clearly explain contract terminology to employees and other interested parties in simple, everyday language
• Self-monitor progress according to the schedule of completion to submit drafts and documents in a timely manner
• Proofread, edit, and fact-check legal documents for accuracy and consistency, according to a style guide if provided by the customer
• Maintain records for correspondence and documentation in relation to established contracts and those in progress.
• Effectively, communicate and present information to stakeholders about all contract-related matters.
• Monitor contracts and move forward with close-out, extension or renewal according to what’s best for the company.
• Solve any contract-related problems that may arise with other parties and internally within the company itself.
• Take sufficient steps to minimize project risks
• Liaise with and support the Project Manager to ensure the project is executed safely and properly
• Ensure compliance with the company’s work, health and safety policies, standards and procedures
• Prepare monthly project reports and make presentations at meetings
• Support negotiations of claims, manage contractual changes and resolve disputes or conflict resolution with Contractors
• Assess and prepare claims from suppliers
• Ensure project members use the contract correctly

Knowledge, skills and abilities:

• Communication: Must be able to communicate ideas effectively to the company, to the other parties involved in the contract and to stakeholders to keep everyone appraised for contract-related matters.
• Negotiation: Negotiation is essential, as the main objective is to get the most benefit for the company possible from any contract considered.
• Issue spotting: Identify and raise with management or within the legal team business or legal issues that may be problematic.
• Confidence: A key aspect of successful contract management is confidence. It takes a strong attitude to successfully negotiate and execute contracts, as well as an understanding of when to walk away and when to stand one’s ground.
• Finance Skills: To evaluate whether a contract is good for the company, a Contracts must have the necessary financial skills to determine exactly how the company would benefit.
• Ability to read, analyze and interpret legal documents, financial reports and technical documents
• Ability to apply arithmetic concepts such as fractions, ratios and proportions to real scenarios
• Basic understanding of purchasing and supply chain procedures
• Proficiency in common office applications
• Good understanding of standard operating procedures (SOPs) and occupational, safety and environmental regulations and law
• Time management and problem-solving skills
• Verbal and written communication skills

Education and Experience:

• College (bachelor’s degree) or equivalent work in related skills
• Experience in a corporate setting and business-related activities
• U.S. Citizenship required.
• Ability to obtain and maintain a U.S. Government Security Clearance.
• 1+ years of experience supporting industrial security, DoD government contracts and/or security or related compliance function.
• Working Knowledge of DCSA requirements, and general federal security standards.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit. Often the employee will be required to stand, walk, talk and listen. Ability to occasionally lift objects up to 30 lbs. and to sit and work at a computer for upwards of 4 hours at a time. Often the employee will be sitting at a desk for long periods of time using a computer doing repetitive tasks and motion.

Additional Requirements, if any:

• Full time position consisting of 40+hours per week; normal hours of operation are Monday through Friday, 8:00 a.m. to 5:00 p.m.
• This position may require periodic overtime and weekend work as needed during high business demands.
• Position location: Orlando, FL
• Pre-employment background check and drug screening

VirTra is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

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