Contract Administrator

Description

JOB SUMMARY:

The Contract Administrator will support pre-award, award, post-award administration, and closeout activities for federal prime contracts, task orders, subcontracts, and related agreements. The role will work closely with business development, project management, finance, procurement, and operational personnel to help ensure that contractual obligations are understood, documented, tracked, and performed in accordance with applicable requirements. The Contract Administrator will support the administration of federal contracts throughout the contract lifecyle. This position requires practical knowledge of the Federal Acquisition Regulation (FAR), applicable agency supplements including the Defense Federal Acquisition Regulation Supplement (DFARS), and federal small-business contracting programs. The Contract Administrator will support compliance with requirements applicable to SBA 8(a) Program participation, small-business set-asides, and Alaska Native Corporation (ANC)-affiliated federal contracting operations, as applicable to the entity, opportunity, and contract.

ESSENTIAL FUNCTIONS:

Pre-Award and Proposal Support: Review federal solicitations, including RFPs, RFQs, RFIs, Sources Sought notices, amendments, and related procurement documents. Assist in identifying proposal submission requirements, contractual terms, representations and certifications, required deliverables, evaluation criteria, and compliance risks. Develop and maintain solicitation compliance matrices, proposal schedules, contract data summaries, proposal assumptions, and other administrative proposal support materials. Coordinate with business development, capture, technical, pricing, finance, and operations personnel to support timely and compliant proposal submissions. Support preparation and review of contract-related proposal documents, including past performance submissions, compliance responses, subcontractor information, teaming documentation, and required certifications. Assist with the preparation, review, and administration of nondisclosure agreements, teaming agreements, consultant agreements, subcontractor documentation, and other business-development-related agreements. Support transition activities from proposal through award, including award review, internal kickoff materials, contract summaries, responsibility matrices, and initial compliance tracking. Contract Administration: Administer assigned federal prime contracts, task orders, subcontracts, modifications, and other agreements under the direction of the Director of Contract Management and Compliance. Maintain complete, organized, and auditable electronic contract files containing awards, modifications, correspondence, deliverables, funding documents, approvals, reports, and closeout records. Track contract periods of performance, option dates, funding levels, deliverables, invoices, reporting obligations, key personnel requirements, insurance requirements, and other contractual commitments. Prepare contract summaries, modification logs, deliverable calendars, status reports, and internal briefings for program teams and leadership. Coordinate the routing, review, execution, distribution, and filing of contracts, task orders, modifications, and related contractual documents. Support preparation of contractual correspondence, including requests for clarification, notifications, requests for approval, extension requests, and responses to customer requests. Assist with monitoring scope changes, customer direction, schedule impacts, funding issues, and potential out-of-scope work; elevate matters requiring formal contractual action. Support contract closeout activities, including records reconciliation, final deliverable tracking, release documentation, final invoice coordination, property-related documentation, and contract-file completion. Compliance and Set-Asides: Support application of applicable FAR, DFARS, agency supplements, contract clauses, and customer-specific requirements to assigned contracts. Assist the Director of Contract Management and Compliance in monitoring obligations related to SBA 8(a) Program participation, small-business set-asides, ANC-affiliated contracting, subcontracting, limitations on subcontracting, and other socioeconomic program requirements, as applicable. Help ensure contractual requirements and relevant flow-down clauses are communicated to project teams, subcontractors, consultants, and suppliers. Coordinate with project management and procurement personnel to support compliant subcontract and vendor documentation. Identify potential contract-administration, ethics, conflict-of-interest, procurement-integrity, or regulatory concerns and promptly elevate them through established channels. Support internal compliance reviews, contract file reviews, corrective-action tracking, and continuous improvement of contracts-management processes. Contract Vehicles, Reporting, and Audit Support: Support administration of IDIQ, multiple-award, blanket purchase agreement, GSA Schedule, GWAC, and other contract vehicles, as assigned. Track task-order requirements, contract ceilings, ordering periods, option periods, reporting obligations, and vehicle-specific administrative requirements. Assist with preparation and maintenance of CPARS support documentation, including project performance records, customer correspondence, and internal performance inputs. Support maintenance of federal registration information, representations and certifications, and related records in SAM.gov and other applicable systems. Prepare and maintain invoice trackers and contract-billing status reports that summarize invoiced amounts, payments received, outstanding receivables, funding balances, billing milestones, rejected invoices, and required corrective actions. Support internal reviews, customer reviews, audits, and requests for information relating to invoicing, billing support, labor documentation, subcontractor costs, funding, and payment records. Assist with final invoice preparation and closeout reconciliation by confirming completion of required billing, supporting documentation, payment status, funding reconciliation, and customer closeout requirements. Assist with internal and external audits, customer reviews, procurement-management reviews, and requests for contract documentation. Prepare recurring contract status reports, obligation and funding trackers, deliverable reports, and other administrative reports for management review. Participate in the development and implementation of contracts policies, templates, checklists, training materials, and standard operating procedures. Other Duties: Maintain strict confidentiality of company information. Provide high levels of customer service on a consistent basis. Work in a constant state of alertness and in a safe manner. Participating in and complete Company required training and professional development. Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities. Requirements

KNOWLEDGE, SKILLS, & ABILITIES:

Demonstrated ability to maintain accurate records, manage multiple concurrent assignments, track deadlines, and consistently follow established processes. Strong written and verbal communication skills, including the ability to prepare clear correspondence, reports, matrices, and contract summaries. Proficiency with Microsoft Office Suite, particularly Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat. Experience working with AI agents and electronic document-management systems. Ability to protect confidential information, recognize potential risk or compliance issues, and seek guidance when contractual matters exceed delegated authority or established procedures. Ability to meet applicable customer, contract, background investigation, site-access, and security requirements. This position will require the ability to access military bases and Federal Government facilities. Ability to work effectively in an approved fully remote environment, and must be self-directed, proactive communicator, comfortable with asynchronous collaboration and video conferencing. Experience drafting and negotiating subcontracts, teaming agreements, NDAs, and contract modifications. Ability to review billing support documentation and coordinate with finance and operations teams to resolve discrepancies. Foundational working knowledge of federal contracting processes and the ability to read, interpret, and apply contract terms, solicitation instructions, and standard federal clauses. Manage assigned work independently while maintaining regular communication with the Director of Contract Management and Compliance. Meet proposal, reporting, modification, and contract-administration deadlines in a fast-paced environment. Maintain a high standard of accuracy, discretion, and document control. Collaborate constructively with personnel across business development, operations, project management, procurement, finance, and executive leadership. Approach contractual and compliance matters with integrity, accountability, and a commitment to continuous learning.

REQUIRED QUALIFICATIONS:

Bachelor's degree in Business Administration, Contract Management, Public Administration, Finance, or related field; or equivalent combination of education and five (5) years of progressive federal contract administration experience. Three (3) to five (5) years of progressively responsible experience in federal contracts administration, subcontracts, procurement, proposal support, project controls, or a related government-contracting discipline. Experience supporting government-contract invoicing, billing review, accounts receivable tracking, invoice reconciliation, or related financial administration. Working proficiency with federal, state, and local regulations, and experience with contracting portals: SAM.gov, CPARS, and USAspending. Familiarity with the FAR; familiarity with DFARS and agency-specific supplements is required for candidates supporting applicable defense or agency portfolios. Ability to travel up to 10%, including to remote Alaska locations. Valid driver's license; ability to pass a background investigation. Ability to pass background screening.

PREFERRED EXPERIENCE:

Experience supporting an SBA-certified 8(a) participant, ANC-affiliated company, tribal enterprise, small business, or other socioeconomic federal contractor. Experience supporting Department of Defense, General Services Administration, Department of the Interior, Department of Homeland Security, or other federal civilian agency contracts. Experience with government contract vehicles, including IDIQ contracts, task orders, GSA MAS contracts, GWACs, BPAs, or multiple-award contracts. Experience supporting CPARS documentation, performance tracking, customer communications, and contract-performance reviews. Familiarity with SAM.gov requirements, annual representations and certifications, reporting, opportunity searches, and related entity administration. Experience using government-contracting accounting, enterprise resource planning, or contract-management systems. Familiarity with FAR Part 31 cost principles, labor-category requirements, timekeeping controls, indirect-cost concepts, and government cost-accounting practices. Familiarity with federal contract billing structures, including time-and-materials, labor-hour, fixed-price, cost-reimbursement, unit-price, progress-payment, and milestone-based invoicing, as applicable. Experience supporting construction, facilities management, professional services, engineering, logistics, manufacturing, or field-service contracts. Progress toward or possession of an NCMA credential, such as Certified Federal Contracts Manager (CFCM), Certified Professional Contracts Manager (CPCM), FAC-C Level I to III, or other comparable contracts, procurement, or project-management certification.

WORKING CONDITIONS:

This position may be based in Anchorage, Alaska; Nome, Alaska; or performed remotely. Periodic travel may be required for corporate meetings, customer meetings, project-site visits, training, or proposal support activities. Although the standard work week is scheduled at 40 hours, additional hours may be required to meet objectives and project deadlines. Willingness and ability to travel by car and/or plane is required.

PREFERENCE STATEMENT:

Preference will be given to Sitnasuak Native Corporation shareholders and their descendants and spouses, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2003-2(i). Additionally, Sitnasuak policy is to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, Sitnasuak’s policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits. #J-18808-Ljbffr Sitnasuak Native Corporation