Back to jobs
New

Contracts Administrator

San Luis Obispo

Trust Automation

Trust Automation has over 35 years of experience in custom motors, linear drives, digital drives, and systems which meet the unique needs of its customers. Its product line includes motors, linear drives, digital drives, custom assemblies, and products to fit unique applications and ground-up system design and manufacturing solutions.  We design, build and support control and power management systems for the most demanding defense, semiconductor, industrial automation, and medical applications.

Trust Automation is an equal opportunity employer and committed to attracting, hiring, developing, and retaining a skilled, productive, and diverse workforce, personnel with competencies and experience related to the regional and State population.  Every employee has an “at-will” relationship with Trust Automation.  This means that employment with Trust Automation is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice.

Job Summary

The Contracts Administrator provides comprehensive administrative support to Trust Automation's Contracts Department in support of the company's $400M IDIQ prime contract and all government contracts. This generalist role assists the Director of Contracts, Government Contracts Manager, and Subcontracts Manager with contract administration activities across both prime contracts and subcontracts. The Administrator is not a specialist but rather a versatile team member who can assist with various contracting tasks, maintain contract files, track deliverables, and ensure the department operates efficiently. This position allows for flexible work arrangements while maintaining strong collaboration with the contracts team.

Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.

Department-Wide Administrative Support

  • Provide administrative support to all members of the Contracts Department including Director, Government Contracts Manager, and Subcontracts Manager
  • Assist with contract administration tasks across both prime government contracts and subcontracts
  • Help maintain comprehensive contract files (both physical and electronic) ensuring all documentation is complete, organized, and audit-ready
  • Coordinate meetings, prepare agendas, and document action items for contracts team
  • Assist with department workflow management and process improvement initiatives

Contract & Subcontract Documentation Support

  • Assist in maintaining contract files including original agreements, modifications, correspondence, invoices, deliverables, and compliance documentation
  • Help track and monitor contract performance metrics including period of performance, funding status, deliverables, and key dates
  • Support preparation of contract modifications, amendments, and administrative documents
  • Assist with reviewing and processing invoices for accuracy and completeness
  • Help organize and prepare documentation for audits and reviews

Tracking & Monitoring Assistance

  • Assist in maintaining tracking systems for contract milestones, deliverables, subcontractor performance, and key dates
  • Help monitor contract and subcontract schedules, providing reminders to managers of upcoming deadlines
  • Support preparation of status reports and presentations for internal stakeholders
  • Assist with data entry and maintenance of contracts management systems
  • Help track action items and follow-up activities across the department

Compliance Support

  • Assist in ensuring proper flow-down of terms and conditions to subcontractors
  • Help verify subcontractor compliance documentation (insurance certificates, representations, certifications)
  • Support audit preparation by organizing files and gathering requested documentation
  • Assist with maintaining compliance checklists and verification records
  • Help ensure all required contract administration activities are completed on schedule

Cross-Functional Coordination

  • Coordinate with Purchasing Department on PO-related documentation and tracking
  • Assist with communications between Contracts Department and Finance, Program Management, and other internal teams
  • Help facilitate information flow between contracts team and external consultants or legal counsel
  • Support proposal development efforts with administrative assistance and document preparation

Position Requirements

Education & Experience:

  • Bachelor's degree in Business Administration, Contracts Management, or related field required
  • 1-5 years of experience in contracts administration, government contracting, or related administrative role
  • Some exposure to government contracts or defense industry preferred but not required
  • Willingness to learn and develop broad contracting knowledge across multiple functional areas

Technical Knowledge:

  • Basic understanding of government contracting principles or willingness to learn quickly
  • Familiarity with FAR/DFARS regulations helpful but not required (training will be provided)
  • Basic understanding of contract types and terminology
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) required

Skills & Competencies:

  • Generalist mindset: Ability to support diverse tasks across the department without requiring deep specialization
  • Excellent organizational skills with strong attention to detail
  • Ability to manage multiple priorities and deadlines simultaneously
  • Strong written and verbal communication skills
  • Team player with collaborative attitude and willingness to help where needed
  • Adaptable and comfortable with hybrid work environment
  • Proactive in identifying ways to support the team

Physical Requirements

  • Hearing and speaking to exchange information in person, on the telephone or virtually.
  • Dexterity of hands, fingers, and wrist to operate a computer keyboard, calculator or assemble/manufacture intricate items.
  • Seeing to read a variety of materials.
  • Sitting or standing for extended period of time
  • Physical agility to lift 20 pounds to shoulder height.
  • Physical agility to lift, carry, push, or pull objects.

Pay/Salary Information

Pay scale for this position - $115,000 - $125,000 annually

 

By submitting your application, you acknowledge that you have read and understand the information provided within. You certify that the information contained in this application is correct to the best of your knowledge. You understand that to falsify information is grounds for refusing to hire, or for discharge should you be hired. 

Create a Job Alert

Interested in building your career at Trust Automation? Get future opportunities sent straight to your email.

Apply for this job

*

indicates a required field

Resume/CV*

Accepted file types: pdf, doc, docx, txt, rtf

Cover Letter

Accepted file types: pdf, doc, docx, txt, rtf

Select...
Select...
Select...

CALIFORNIA CONSUMER PRIVACY RIGHTS ACT (CPRA)

NOTICE TO APPLICANTS AND EMPLOYEES 

Please take notice that Trust Automation and Trust Children’s Center(“Company”) collects certain personal information about you. This Notice describes the categories of personal information the Company collects and the purposes for which they are used in accordance with the California’s California Consumer Privacy Act (“CCPA”) and California Privacy Rights Act (“CPRA”).

The law provides California applicants and employees with certain rights with respect to the personal information collected from them, including the right:

  • To delete personal information.
  • To correct inaccurate personal information.
  • To access personal information.
  • To know what personal information is sold or shared and to whom.
  • To opt out of selling or sharing of personal information.
  • To limit use and disclosure of sensitive personal information.
  • Not to be discriminated or retaliated against for exercising rights under the law.

The Personal Information That We Are Collecting. We are collecting the following personal information:

  • Identifiers, such as name, government-issued identifier (e.g., Social Security number), and unique identifiers (e.g., employee ID);
  • Personal information, such as real name, signature, SSN, physical characteristics or description, address, telephone number, passport number, driver’s license or state identification card number, passport number, federal identification authorizing work in the United States, access and/or passcodes, insurance policy number, education, employment, employment history, bank account number, other financial information, medical information, or health insurance information;
  • Characteristics of protected classifications under California or federal law, such as age, marital status, gender, sex, race, color, disability, citizenship, primary language, immigration status, military/veteran status, disability, request for leave, and medical conditions;
  • Commercial information, such as transaction information and purchase history (e.g., in connection with travel or other reimbursements or purchases from Company);
  • Internet or network activity information, such as browsing history and interactions with our online systems and websites;
  • Geolocation data, such as device location from usage of the Company’s devices;
  • Biometric information related to access to the Company’s secured access points;
  • Audio, electronic, visual, and similar information;
  • Professional or employment-related information, such as work history and prior employer;
  • Non-public education information;
  • Inferences drawn from any of the personal and sensitive personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics.

Personal information does not include:

  • Publicly available information from government records.
  • Information excluded from the CCPA’s scope, like:
    • health or medical information covered by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Confidentiality of Medical Information Act (CMIA) or clinical trial data;
    • personal information covered by certain sector-specific privacy laws, including the Fair Credit Reporting Act (FRCA), the Gramm-Leach-Bliley Act (GLBA) or California Financial Information Privacy Act (FIPA), and the Driver’s Privacy Protection Act of 1994.

The Company does not currently employ, or anticipate employing, anyone under 16 years of age, the Company does not collect any personal information related to anyone under 16 years of age.

Where We Get Your Information From. The Company collects information about you from the following sources:

  • You;
  • Prior employers, references, recruiters, job-related social media platforms;
  • Third-party sources of demographic information;
  • Third-party companies, such as background check companies, drug testing facilities, licensing and credentialing organizations;
  • Claim administrators and investigators.

Depending on Company’s interactions with you, the Company may or may not collect all of the information identified about you.

How Your Personal Information is Used. We may use personal information for the following purposes:

  • Recruiting and retaining employees.
  • Collecting and processing employment applications, including confirming eligibility for employment, background and related checks, and onboarding.
  • Employee benefit plan and program administration.
  • Leave of absence administration.
  • Compensation administration and compliance, including payroll, bonuses, reimbursements, etc.
  • Maintaining personnel records and complying with record retention requirements.
  • Communicating with employees and/or employees’ emergency contacts and plan beneficiaries.
  • Facilitating and administering the use of Company’s property and resources, including Company’s information systems, electronic devices, network, and data, and preventing unauthorized access of such.
  • Workplace health and safety compliance.
  • Ensuring employee productivity and adherence to the policies.
  • Investigating complaints, grievances, and suspected violations of policy.
  • Complying with applicable state and federal laws, including labor, employment, tax, benefits, workers compensation, disability, equal employment opportunity, workplace safety and related laws.
  • Exercising and defending legal claims.
  • Any other purposes authorized by the California Privacy Protection Agency, California law, or federal law.

The Company may or may not have used personal information about you for each of the above purposes.

The Company will retain your personal information no longer than is reasonably necessary to comply with the business or commercial purposes stated above or as required by law. 

Sharing of Personal Information.  The Company may share personal information with third parties in connection with the performance of our services and business operations, as permitted or required by applicable law. For example, we work with third parties that provide services to us and partner with third parties to develop, operate, deliver, maintain, improve, enhance, and protect our services and in connection with other operations. Those parties can include, but are not limited to:

  • Website hosting or information technology consulting service providers;
  • Data analysis service providers;
  • Legal service providers;
  • Accounting service providers;
  • Administrative service providers;
  • Security service providers;
  • Application service providers;
  • Benefits providers;
  • Occupational health providers;
  • Insurance providers;
  • Travel service providers;
  • Payroll service providers;
  • Telecommunications and messaging services.

We may also disclose your personal information for other purposes permitted by law such as to:

  • Comply with applicable laws;
  • Respond to governmental inquiries or requests;
  • Comply with valid legal or administrative processes.

The Company does not sell any personal information the third parties. 

Employee Rights Related to Personal Information.  The CCPA and CPRA provides consumers with specific rights related to their personal information collected by a business. This section describes those rights and explains how to exercise those rights.

Access and Data Portability Rights.  You have the right to request that the Company disclose certain information about its collection and use of your personal information over the past 12 months. Once the Company receive and confirms a verifiable consumer request, the Company will disclose:

  • The categories of personal information collected about you.
  • The categories of sources for the personal information collected about you.
  • The business or commercial purpose for collecting your personal information.
  • The categories of third parties with whom we shared your personal information.
  • The specific items of personal information collected about you.
  • If the Company disclosed your personal information for a business purpose, a list identifying the personal information categories that each category of recipient obtained.

Deletion Request Rights.  You have the right to request that the Company delete any of your personal information that Company has collected and retained, subject to certain exceptions. Once the Company receives and confirms a verifiable consumer request, Company will delete your personal information from its records, unless an exception applies.

Specifically, we may be unable to delete personal information if retaining the information is necessary to:

  • Complete the transaction for which we collected the personal information, provide a good or service that you requested, take actions reasonably anticipated within the context of our ongoing business relationship with you, or otherwise perform our contract with you.
  • Detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity, or prosecute those responsible for such activities. Debug products to identify and repair errors that impair existing intended functionality.
  • Exercise free speech, ensure the right of another consumer to exercise their free speech rights, or exercise another right provided for by law.
  • Comply with the California Electronic Communications Privacy Act (Cal. Penal Code § 1546 seq.).
  • Engage in public or peer-reviewed scientific, historical, or statistical research in the public interest that adheres to all other applicable ethics and privacy laws, when the information’s deletion may likely render impossible or seriously impair the research’s achievement, if you previously provided informed consent.
  • Enable solely internal uses that are reasonably aligned with consumer expectations based on your relationship with us.
  • Comply with a legal obligation.
  • Make other internal and lawful uses of that information that are compatible with the context in which you provided it.

Exercising Access, Data Portability, and Deletion Rights.  To exercise your access, data portability, and deletion rights described above, please submit a verifiable consumer request to the Company by one of the following methods:

Email:       hr@trustautomation.com

Mail:          Trust Automation Human Resources

                  125 Venture Drive, Suite 110

                  San Luis Obispo, CA 93401

Only you or a person registered with the California Secretary of State that you authorize to act on your behalf may make a verifiable consumer request related to your personal information. A parent or guardian may make a verifiable consumer request related to a minor’s personal information.

Non-Discrimination.  The Company will not discriminate against an Employee for exercising any of their CCPA or CPRA rights.

Contact Information If you have any questions or comments about this Notice, the ways in which we collect and use your personal information, please do not hesitate to contact us at:

Email:       hr@trustautomation.com

Mail:          Trust Automation Human Resources

                  125 Venture Drive, Suite 110

                  San Luis Obispo, CA 93401

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in Trust Automation’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

Select...
Select...
Race & Ethnicity Definitions

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Select...

Voluntary Self-Identification of Disability

Form CC-305
Page 1 of 1
OMB Control Number 1250-0005
Expires 04/30/2026

Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

  • Alcohol or other substance use disorder (not currently using drugs illegally)
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
  • Blind or low vision
  • Cancer (past or present)
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or serious difficulty hearing
  • Diabetes
  • Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
  • Epilepsy or other seizure disorder
  • Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
  • Intellectual or developmental disability
  • Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
  • Missing limbs or partially missing limbs
  • Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
  • Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
  • Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
  • Partial or complete paralysis (any cause)
  • Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
  • Short stature (dwarfism)
  • Traumatic brain injury
Select...

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.