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Contracts Coordinator

  • Thorlabs
  • Newton, New Jersey, USA
  • May 23, 2023
Full time Manufacturing

Job Description

The Contracts Coordinator performs a full range of complex duties with emphasis toward coordinating contractual relationships between the company, customers, and vendors/subcontractors in conformance with company standards and state and federal law. Serves as the primary interface with various internal teams, understanding their requirements and the stakeholders needs.

This role requires the ability to quickly evaluate competing priorities and manages the flow of information across internal teams while communicating with customers as needed to support the sales teams. The Contracts Coordinator will work closely with legal, accounting, quality, compliance, and other teams as a primary point of contact.

Although the location of the position is in Newton, NJ, from time to time it may be required to undertake duties at other Thorlabs locations.


Essential Job Functions include the following, but are not limited to:

  • Ensures contract acquisition and fulfillment in accordance with company guidelines, legal requirements, and customer specifications such as International Organization for Standardization (ISO), Federal Acquisition Regulations (FAR) and Defense Federal Acquisition Regulations (DFAR).
  • Coordinates with various internal departments to ensure appropriate reviews are conducted, scheduling required reviews, and obtaining final sign off to complete customer requests and see contracts to full execution.
  • Serves as a liaison with the sales teams, department managers, and customers regarding issues related to contacts issues.
  • Develops end-to-end contracts process including sales team workflow and training protocols.
  • Develops and maintains knowledge base encompassing frequently requested document types and industry and government standards.
  • Adheres to contract policies, procedures, methods, operating practices, and performance standards for areas of responsibility.
  • Arbitrates claims or complaints occurring in performance of contracts.
  • Has a high degree of comfort in working with contracts, quality documents and other business documents and knows how and when to escalate to leadership for support.
  • Executes various administrative tasks related to supporting the operations and sales department, including reports, customer management using a variety of software tools including Microsoft Dynamic ERP System, CRM, MS Office programs to include but not limited to Excel, Word, and Power Point.


In addition to the essential functions and duties listed above, all positions are also responsible for:

  • Meeting company standards pertaining to quantity and quality of work performed on an ongoing basis, performing all work-related tasks in a manner that complies with all Company policies and procedures.
  • Adhering to Company policies, procedures, and directives regarding standards of workplace behavior in completing job duties and assignments.

The Company retains the right to change or assign other duties to this position.


Physical Activities:

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.




  • Minimum 2 years of experience in a similar and progressive position preferred. Must have good understanding of Microsoft product suite including Excel, Microsoft Teams, and Microsoft Outlook. Preference for ability to use intermediate functions in Excel, including generating tables, graphs and interacting with large data sets.
  • Proven experience and high comfort level with contracts, quality documents and other business documents with understand of how and when to escalate to leadership for support.



  • Associates or Bachelor’s degree required


Specialized Knowledge and Skills:

  • Demonstrated experience in Microsoft Dynamics, CRM, Microsoft Office (Excel, Word, Power Point) and communication tools.
  • Ability to read and interpret documents such as procedures manuals, routine reports, and various correspondences.
  • Reading and interpreting complex documents and contracts.
  • Strong written and verbal communication skills.
  • Demonstrated experience in a customer centric environment.
  • Demonstrated ability to work in a team environment and comply with high quality standards.
  • Strong ability to independently shift from one task to another to address changing business / customer priorities



This position requires status as a U.S. Person.


Thorlabs values its diverse environment and is proud to be an Equal Employment Opportunity/Affirmative Action employer. All qualified individuals will receive consideration for employment without regard to race, color, religion, gender, gender identify or expression, sexual orientation, national origin, genetics, disability, age or veteran status. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.