Subcontracts Administrator (Mid-Level)

Brief Overview of Position:

The Mid-Level Subcontracts Administrator supports cradle-to-grave subcontract administration for U.S. Government prime contracts in a high-compliance, CPSR-intensive environment. The role is responsible for executing compliant subcontract files, supporting competition and source selection documentation, performing price/cost analysis support, drafting and administering subcontract instruments and modifications, and maintaining audit-ready documentation in accordance with company purchasing procedures and applicable FAR/DFARS requirements. This position is expected to produce complete, well-organized, and defensible files that withstand internal reviews and CPSR scrutiny, including clear documentation of fair and reasonable pricing and the principal elements of negotiated agreements. This role offers the opportunity for a remote or flexible hybrid work environment.

Essential Duties and Responsibilities

1) Pre-Award Subcontracting (CPSR-Focused)

• Review procurement packages to confirm scope alignment, required approvals, and completeness of supporting documentation before award
• Support competitive solicitations (RFQ/RFP), supplier communications, and documentation of source selection rationale (including single/sole source documentation when applicable)
• Prepare and/or support price analysis and cost analysis documentation and ensure the file includes a clear basis for fair and reasonable pricing determinations
• Draft and complete negotiation documentation (as required), ensuring the file captures the principal elements of the negotiated agreement and the data/logic used to support outcomes
• Assist with subcontract type selection and risk considerations consistent with the requirement and prime contract flowdown posture
• Support Government "Consent to Subcontract" / pre-award notification package preparation when required by contract/CO direction

2) Subcontract Award / Issuance

• Draft, negotiate (as delegated), and issue subcontracts, purchase orders, and task releases using approved templates/terms and conditions, ensuring inclusion of all applicable flow downs and requirements
• Coordinate internal reviews (peer, management, legal, program) and ensure all required approvals are documented in the file prior to execution
• Support diligence checks and documentation (e.g., SAM exclusion checks where required by procedure) and maintain evidence in the file

3) Post-Award Administration

• Administer subcontract performance: funding/ceiling tracking, deliverables, compliance obligations, and issue resolution support with program, finance/AP, and vendors
• Process subcontract modifications/changes (administrative and substantive), ensuring updated terms, flowdowns, and file documentation remain audit-ready
• Support receipt/acceptance documentation collection and coordination with receiving/AP to maintain a complete payment trail as part of the procurement record
• Support subcontract closeout activities, ensuring the file contains required closeout evidence and is retained per record retention requirements

4) Purchasing File Integrity (Audit-Ready at All Times)

• Maintain complete subcontract files in the company's designated repository (e.g., SharePoint/secure drive) consistent with applicable file checklists and access controls
• Ensure files contain required backup documentation (e.g., quotes, analyses, negotiation memos, approvals, invoices/receiving evidence as applicable) and meet retention requirements
• Maintain documentation in a manner that supports traceability from requisition through award, administration, and closeout

5) CPSR Readiness, Internal Reviews, and Corrective Actions

• Participate in pre-award and post-award quality reviews as required (including peer reviews and management reviews at designated thresholds) and implement resulting corrective actions
• Support annual purchasing system self-audits/internal reviews and provide evidence packages, file extracts, and remediation artifacts as requested
• Maintain supplier/subcontractor performance documentation where required (including periodic evaluations per procedure) and file evidence of checks prior to award

Required Qualifications

• Experience: Typically, 36 years of subcontract administration / procurement experience supporting federal government contracts in a compliance-driven environment; demonstrated success supporting CPSR-style file expectations (documentation quality, consistency, traceability)
• Regulatory knowledge: Working knowledge of FAR/DFARS subcontracting concepts (competition, file documentation, price/cost analysis support, flow downs, consent to subcontract concepts)
• Documentation strength: Ability to produce clear, defensible file narratives (price reasonableness, negotiation support, decision rationale)
• Tools: Proficiency with MS Office (Excel/Word/Outlook/Teams), Cost Point, and experience working in an ERP/procurement system and controlled file repository environment

Preferred Qualifications

• Bachelor's degree (Business, Supply Chain, Contracts, or related)
• NCMA certification (e.g., CFCM/CPCM) or progress toward certification
• Experience supporting DCMA/DCAA interactions, consent packages, and internal purchasing system self-audits