Contract - Order Administrator - Generalist

MTS Systems - Eden Prairie, MN3.3

Contract
smart people.

smart ideas.

smart choice.

A thriving environment for learning, innovation and growth.

Why do so many people join MTS Systems Corporation and stay for a career? Because this is a place where you get to apply your creativity, work with smart people on fascinating projects, and make a positive impact on people’s lives. It is a place where you can learn, innovate and grow professionally.

Transforming what’s possible with cars, aircraft, bridges, wind turbines and space-age materials — this is work we dream about as kids. At MTS, it’s a rewarding career path for talented individuals who are willing to work hard, think hard, and commit to solving complex and critical challenges for our customers around the world, many of whom are leaders in their respective industries.

By joining MTS, you’ll have access to the latest tools and technologies, along with the support of colleagues who are passionate about their work. You’ll discover a dynamic culture of continuous improvement that extends to our people, one that offers numerous ways to expand your knowledge and advance your career. And because we are a global company, your work may also include world travel.

Our business is thriving. Our future is exciting. Your potential is unlimited.

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Primary Objective:
Responsible for the administration of MTS Customer Contracts/Purchase Orders to ensure commercial trade regulations, Government regulations, banking regulations, MTS’s policy and procedures, and audit requirements are followed and understood to mitigate risk to MTS. To perform, control and direct the administration of customer’s orders utilizing specific tools and applications.

Major Areas of Accountability:
Pre-Award contract activities
Examine bid proposals and/or RFQ’s (request for quotations) to determine requirements for issuing bid securities and/or guarantee’s in the form of SBLC’s (standby letters of credit).
Maintain effective relationships with external financial service providers to ensure timely processing of all financial security instruments.
Maintain effective relationships with freight forwarders to ensure timely processing of deliveries and bank negotiations.

Post-Award contract activities
Verify order documentation according to internally published ‘Clean Order Guide for Order Admin’.
Review contract terms and conditions to insure uniform application of contractual policies and procedures.
Provide contract interpretation and communicate necessary information to key personnel.
Interpret and advise accordingly on applicable trade and banking regulations.
Recommend changes to contract terms and conditions to protect the commercial interests of the corporation.
Ensure contracts are reviewed by appropriate business groups for export compliance, revenue recognition, risk management, Government Prime and Sub-Prime contracts, Purchasing (flow-down provisions) order processing and manufacturing.

Maintain Proper Controls
Ensure MTS’ adherence to policy and applicable commercial and Government statutory regulations.
Maintain current knowledge of applicable Government, international banking and export regulations.
Maintain understanding of the application of SAB 101 accounting guidelines and SOX financial requirements.
Verify DoA (Delegation of Authority) approvals and authorizations.
Interpret, practice, and provide feedback of the Order Administration content on the Sales page of the MTS Quality System.
Develop and maintain comprehensive electronic record of all pertinent order documentation for subsequent internal and external audit and record retention requirements.

4. Insure timely and efficient administration of customer’s contracts from order receipt through receipt of payment.

Data Management and working with systems
Centralized worldwide order creation in SAP based on established guidelines
Create and maintain Customer Master database
Create project structures based on criteria submitted with order documentation
Completes necessary steps in salesforce.com to tie opportunity and sales order together and track quality issues with order input from Sales Engineer
Load POND (Projects on Demand) with initial order documentation for use by Project Engineer
Apply proper pricing procedures within sales orders to support commission payments of Business Partners
Billing
Manage contract milestone activities; generate billing documents and other requirements according to customer’s contracts
Review and process Billing Due List to ensure timely and accurate billings
Use Filemaker Pro for off-line invoicing as required
Letters of Credit
Review, manage and direct Export L/C (Letter of Credit) activities including bank presentations with the ultimate goal of receiving payment in a timely and efficient manner
Process Standby L/C applications as security to our customers for bid securities, advance payments, performance, installation and/or warranty as required
Maintain Filemaker Pro database for L/C tracking
Shipping
Assists in coordinating the shipment of equipment and/or service

Other Duties as assigned.

Qualifications:
Bachelors degree in Business Administration or other business bachelor’s and minimum of two years relevant experience, or AA degree and six years relevant experience, or high school diploma and ten years relevant experience.

MTS Systems Corporation is An Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, creed, gender, gender identification, sexual orientation, national origin, physical or mental disability, age, marital status or veteran status.

Posting Notes: Legal/Compliance |Administrative | |