Government Contracts Specialist

Grade 7 – Salary Range $75,000 – $80,000
This position is for an existing vacancy.

Who is Keilhauer?

Founded in 1981, Keilhauer is a privately owned, design-focused contract furniture manufacturer. Keilhauer manufactures seating and tables that makes work more comfortable for all. Keilhauer products are thoughtfully made to support communication and engagement in spaces such as meeting rooms, collaboration areas, lobbies and lunchrooms. Working with world-renowned furniture designers, Keilhauer is internationally recognized for award‑winning design, built with extreme craftsmanship, to the highest environmental standards.

Summary

The Government Contracts Specialist oversees the planning, execution, management, and delivery of all types of government contracts and buying co‑operatives. Working with the VP of Sales and strategic partners, this role helps develop strategies for both new and existing contracts, ensuring that all terms and deadlines are met as required.

In this position, you will be responsible for overseeing all territories related to state contract development and renewal, including contract reporting and the preparation of comprehensive bid documents. You will communicate relevant information to various departments to facilitate successful contract execution. Strong attention to detail, effective relationship‑building, and advanced problem‑solving skills are essential, as the role requires thorough review of contract specifications. Additionally, as you will manage multiple assignments simultaneously, exceptional time management and the capacity to prioritize competing tasks are vital to success in this role.

This role is best suited to an analytical, organized professional with exceptional attention to detail who enjoys working in a collaborative environment and leading others. Responding to our customers’ needs in a timely manner allows Keilhauer to further its mission of making work comfortable for all.

Primary Responsibilities

1. General

• Support and collaborate with external government consultants, Catalyst Consulting Group and The Gormley Group, across federal, SLED (state, local, and education), and buying co‑op initiatives.
• Internal single point of contact / owner for all Government contract activities

2. Sales Related

• Proactively evaluates potential contract opportunities for the VP of Sales and provides recommendations; collaborates with internal teams and consulting partners to prepare comprehensive responses to RFPs.
• Works with consulting partners, reps, and dealers to drive visibility and identify sales opportunities with various contracts
• Develops and maintains a database of all sales opportunities and manages leads
• Tracks win / loss ratio for all potential opportunities
• Provides rep / dealer training on contract details and updates as needed. Collaborates with the VP of Sales and consulting partners to develop contract‑specific pricing strategies.

3. Contract Administration

• Responsible for internal compliance of existing contracts
• Supports the monthly/quarterly/annual reporting activities for all public sector and buying co‑op contracts
• Works with Finance department to ensure they have all information to pay administrative fees on time.
• Serves as primary owner for all terms and conditions for each contract.
• Works with consulting partners to ensure that all existing contracts are renewed on time
• Provides support for Sales and Customer Service staff by addressing contractual inquiries and delivering training on new or amended contracts as required.
• Works with the Marketing department to convey key contract updates, ensuring they are communicated to all stakeholders as well as ensuring all sales collateral is current and available to reps.
• Collaborates with consulting partners to ensure the provision of all necessary information for effective contract management, renewal processes, and bidding opportunities.
• Provides guidance on contract matters to VP of Sales, Sales Managers, Sales Representatives and team members, as required.
• Works in collaboration with consulting partners to update and maintain contracts according to individual contract terms, including:
  • Letters of Supply
  • ANSI/BIFMA testing documents
  • Price Lists
  • Product discontinuations/deletions
  • Product additions
  • Ordering instructions
  • Dealer additions/deletions
  • Manage teaming agreements as necessary.
  • Verifies the accuracy of commission payments.

Qualifications

• 3 years' experience working in a fast‑paced office navigating the government contracting process.
• Completion of a post-secondary diploma or degree in a related field.
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Access; experience with SyteLine or a similar ERP is an asset.
• General knowledge of contract office furniture sales.
• Strong organizational skills and time management are essential.
• Experience managing and/or selling into Public Sector / Buying Co‑ops
• A valid Canadian passport is required for this role due to US vetting requirements for the GSA program.

Essential Physical And Intellectual Requirements

• Communication: Must be able to interact professionally, communicate effectively and exchange information accurately with colleagues and external stakeholders through email, phone communications and face‑to‑face contact; employee is frequently required to talk or hear; must be able to present information to executives, public groups and customers; must have superior interpersonal, written and verbal skills; must have proven skills to interact effectively with employees in order to direct workflow, assess performance and assign duties.
• Mobility: Must be able to sit/stand at a computer terminal for extended periods of time; may be required to go to various locations within the organization; some reaching for items above and below desk level; some reaching, bending, squatting and stooping to access files.
• Manual Dexterity & Coordination: Must have the strength, dexterity and coordination to regularly use hands and fingers to operate a computer keyboard and phone; dexterity and coordination to handle files, occasional lifting up to 10 kg.
• Vision: Specific vision abilities required by this job include the ability to view computer screens and documents for accuracy.
• Cognitive Ability: Must have the ability to read, analyze and interpret documents such as contracts, order forms, special or technical instructions and procedures; must use common sense and be able to carry out detailed written and/or oral instructions; must have strong organizational skills and excellent attention to detail.

Working Conditions

This role is performed primarily in an office environment, which is typically quiet. Most of your duties will be fulfilled with the use of a computer and office equipment, with communication taking place by phone, email or in person. Some functions of your role will be conducted in the manufacturing facility, where you may be exposed to dust particulates and noise. Occasional travel may be required.

• This position requires frequent, dynamic interaction through face‑to‑face contact, email and phone communications.
• Must be able to multi‑task and handle frequent interruptions to planned work activities.
• Must maintain a sense of urgency under tight deadlines.
• Must be able to respond and adapt quickly in a dynamic and changing environment.
• Must be able to handle the stress of dealing with issues in a professional manner.
• Must be willing to participate in seminars, training and/or thought leadership relevant to the position or industry.
• Must have a valid Canadian passport as required to oversee the US GSA program.
• Follows all company and OHSA Safety regulations; works in a safe manner and uses personal protective equipment, if required; reinforces housekeeping and Keilhauer's core values.

Does This Role Sound Like A Fit?

Keilhauer is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive, respectful environment for all employees. Keilhauer is committed to providing accommodations for people with disabilities where possible.

Please note that AI may be used during the recruitment and selection process for this role