Contractor Administrator

Job Summary:

The Contract Administrator provides high-level administrative support for business operations and key development initiatives. In this non-supervisory role, the Contract Administrator manages the end-to-end contract lifecycle—from initial preparation and review through negotiation and final closeout—to ensure 100% adherence to government regulations and client specifications. Reporting to the Director of Growth, the successful candidate will collaborate closely with the business development and operations teams to drive company growth and compliance excellence. Support Executive Leadership Team (ELT) as directed.

Duties/Responsibilities:

• Provides high-level administrative coordination for service contracts to ensure seamless service delivery.
• Offers technical guidance on operational processes, troubleshooting contract-related issues, and implementing administrative solutions to optimize workflow.
• Tracks contract performance metrics and provides data-driven feedback to ensure that all deliverables align with the departmental and company mission, vision, and goals.

Executive Leadership Team (ELT)

• Performs administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff; records and distributes minutes or other records for meetings.
• Schedules and attends meetings on behalf of senior staff, taking notes and recording minutes.

Operational Management Support:

• Oversee contract compliance with established procedures, government regulations, and client requirements.
• Review operational reports, financial documents, and invoicing to ensure accuracy and compliance with contracts.
• Conducts comprehensive reviews of operational reports and financial documentation to verify that all data aligns with specific contract requirements and federal regulations.
• Partners with Operations Support Managers during site visits to identify and resolve any administrative or compliance-related discrepancies.

Government Contract Management:

• Act as a liaison between internal teams and government agencies to ensure timely execution and delivery of services as per contract specifications.
• Ensure compliance with all federal, state, and local regulations governing facility maintenance services.
• Lead Sam.gov and GSA/IFF annual reporting and contract clause requirements.
• Assist in preparing and submitting proposals, requests for information (RFIs), and other documentation related to government contracting.
• Supports the development of high-quality, compliant and compelling proposals and responses for RFPs, solicitations, Sources Sought Notices and Requests for Quote (RFQs) which are key to successful company growth.
• Assists in serving as a secondary point of contact for Government Contracting Officers and Specialists for all proposal/response related matters. 
• Responsible for maintaining accurate records and tracking important dates, such as renewal and expiration dates of our contracts, required contract reporting and other deliverables.
• Researches contract regulations, terms, and conditions, i.e., Federal Acquisition Regulations (FAR) or similar State or Local Regulations or policy to ensure compliance.
• Maintains and processes information about potential, new, expiring, and modified contracts in NetSuite and Box applications.
• Provides administrative support throughout the entire contract lifecycle, from pre-proposal development through contract award to closeout.

Customer & Stakeholder Relations:

• Build and maintain strong relationships with stakeholders; Facilitate communication between clients, field teams, and upper management to ensure expectations are met.
• Tracks, collects, and files deliverables from vendors/subcontractors (including changes in wages,  agreement renewals, agreement amendments, up-to-date certificates of insurance, etc.) 

Process Improvement & Reporting:

• Identify opportunities for process improvements and implement best practices for operational efficiency.
• Generate regular reports on operations, performance metrics, and client feedback for review by senior management.
• Ensures administrative aspects of the contract requirements are in compliance, to include tracking and managing Department of Labor wage and benefit changes
• Overseeing the creation, negotiation, and execution of vendor agreements. Act as the main point of contact for  vendors and organizational partners ensuring they meet legal and performance requirements and align with company goals
• Evaluate and negotiate vendor proposals to ensure all requirements are met
• Monitors and enforces compliance with the terms of the contract 
• Tracks, collects, and files deliverables as required during post award and contract close out.
• Liaising with vendors/sub-contractors, Administrative staff, Human Resources, Operations Support Managers, COO, and CEO

Required Skills/Abilities: 

• Strong understanding of government contracting rules and regulations, especially related to facility services.
• Excellent leadership, communication, and interpersonal skills.
• Expert knowledge of the Microsoft Office Suite (Excel, Word, Outlook) for advanced document drafting and data analysis. Proven proficiency with Apple iOS and devices. CRM tools e.g. NetSuite. 
• Strong problem-solving skills with the ability to manage multiple projects simultaneously.
• Ability to see the big picture, how your projects and performance affect other teams and overall company success and growth
• Strong time management and organization skills

Desired Qualifications:

• Extensive knowledge of office administration and record-keeping systems, including proficiency in business software like NetSuite and Box.
• Thorough understanding of government contracting rules and regulations, specifically the Federal Acquisition Regulation (FAR) and Service Contract Labor Standards (SCLS) wage determinations, and differences in Contract Vehicles.

Education and Experience:

• High school diploma required; Bachelor’s degree in Business Administration or related field preferred.
• One (1) to four (4) years of related experience required in contract administration or a similar analytical role.
• Experience in government and commercial contracting is highly preferred.
• Demonstrated success in managing contract budgets and coordinating operations within a service-oriented environment.
• Proven ability to maintain accuracy and meet tight deadlines while working under pressure in a fast-paced setting
• Ability to lead team trainings and briefings to ensure contract compliancy is upheld

Physical and Travel Requirements: 

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times. 
• Ability to travel to various project sites and events as required, estimated at 15% or more, to monitor contractual performance.
• This is a hybrid position

Benefits:

• Health, Dental, Vision Insurance
• 401k Enrollment
• Paid Sick Leave
• Paid Federal Holidays
• Paid Vacation (after one year)

Unique Cleaning Service, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.