We are recruiting for a full-time Contract Administrator position with developmental opportunities. This position has long-term employment possibilities. Primary duties will include administrative support for contracting opportunities and execution of post-award contractual compliance in support of Construction Project Managers. Most of the contract administration concerns projects with the federal government. Typical projects are in the range of $200,000 to $3,000,000, and must conform to the contractual and technical requirements of government agencies. Contract types include competitive bid/small business set-asides or sole source standalone contracts, Design-Build contracts, task orders under an Indefinite Delivery Indefinite Quantity (IDIQ) award, Blanket Purchase Agreements (BPAs), or other contracting vehicles. Work includes research and following changes in legislation and regulatory requirements, and applying current contract law to systems and documentation. Some documentation involves confidential and sensitive personnel issues used in processing badging and clearances for secure government locations.
The incumbent will be reporting primarily to the Office Operation Manager, but will receive assignments to support the President, Vice President, and Project Managers, and will be expected to work at an independent level, with minimal oversight. Work hours are generally Monday-Friday, 7:30 am – 4:00 pm with infrequent evening and weekend work, during busy seasons. Adjustments to work schedule and some work from home may be an option after an initial probationary period and with advance approval of supervisor or company President. Travel in the general DC Metropolitan area may be needed to attend networking events or meetings in support of contracting opportunities or management functions.
Primary Duties and Responsibilities
1. Sources Sought Responses & Proposal Preparations
- Respond to Fed Biz Op contract opportunities, online solicitations, customer requests, or opportunities through structured events, teaming, or other methods, as directed by the President.
- Support the pursuit of contract opportunities; respond to requests for sources sought and direct the administrative portions of proposal preparation.
- Request bid bonds, prepare administrative sections, complete representations & certifications (Reps & Certs) clauses of Proposals, with overall responsibility for reviewing and fulfilling the proposal requirements.
- Proofread and edit all administrative sections for compliance, and prepare covers, dividers. Provide continuity in the formatting, compiling, copying, assembling, and packing of the required binders, with labeling for final submission and delivery.
- Maintain marketing materials, company Capability Statement, Past Performance documentation, and Current Contract status. Update the information regularly for use in responding to requests for proposals, solicitations, teaming opportunities, audit & compliance requirements, and other management purposes.
2. Post-award Contract Administration
- Perform full range of Contract Administration on government construction contracts and subcontracts.
- Manage and assist with contractual compliance of Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS), Small Business Administration (SBA) requirements, Department of Labor, and other governmental agencies compliance.
- Request bonding, Certificates of Insurance, & perform QuickBooks project setup.
- Apply AIA billing procedures and coordinate invoicing with project manager & accounting staff.
- Preparation of progress payments & final payment paperwork – Contractor’s Invoice; Schedule of Values; Certification of payment; QC Invoice Certification, Final Release of Claims, and all other documentation, as required by individual customers/agencies.
- Reference QuickBooks regarding invoicing status, dollar value and percentages billed, received, and remaining, and transfer information to Project List for weekly update meetings.
- Manage and organize electronic files and folders of contract and construction documents within the existing corporate filing system. Create or maintain orderly structure for streams of documents, correspondence, forms, plans, reports, and a wide array of communications.
- Maintain personal and corporate ethics to manage time-sensitive, cost-sensitive, corporate sensitive, or personnel-sensitive files and information.
3. Badging Process & Maintaining Personnel Matrix
- Prepare and submit applications for badging for field personnel and project team members.
- Implement security procedures for handling classified information, with stringent safeguarding of electronic/hard copy files in accordance with agency requirements.
- Maintain and update the Safety, Training, Vehicle, and Badging Personnel Matrix for all employees. Initiate scheduling of required training, collect and file certifications, and heed expiration dates with sufficient time needed for required action.
- Follow-through on badging requirements and processing of in-house and subcontracting personnel.
4. Compliance & Reporting Tasks
- Process reporting requirements in compliance with System for Award Management (SAM).
- Prepare and submit Equal Employment Opportunity (EEO) and Veteran annual reporting requirements.
- Maintain and keep various systems and files with current contract information.
- Provide support on Defense Contract Audit Agency (DCAA) or financial audits.
Secondary Duties and Responsibilities
These tasks and activities will be performed as needed to support the workload in the office or to provide back-up duties in the absence of the Office Administrator:
5. Perform administrative, accounting, correspondence, communications, compliance ,and financial tasks as needed.
6. Handle Human Resource tasks – processing employee onboarding, I-9, W-4 forms, employee benefits – health insurance, 401(k) plan, etc.
7. Manage Payroll, timekeeping functions, and other duties.
8. Run various QuickBooks reports to provide information for taxes, withholdings, expenses, revenue, and project data as requested by the company CPA, Business Administrator, or Project Managers.
Minimum 3 years of experience in a construction contract administration role, specializing in federal projects.
- Associate’s or Bachelor’s degree or equivalent in Contracting, Business, Management, Administration, or a related field of study, is highly preferred.
- A working understanding of contractual clauses, cost accounting, bonding and insurance, and terms associated with construction; strict compliance with contractual and regulatory requirements on government construction projects.
- Ability to review, analyze, and respond to all aspects of government contract solicitations in response to sources sought and in preparing proposal packages and meeting administrative requirements
- Initiative and self-direction for starting, researching, and completing tasks independently, sometimes having to seek out sources or information outside the established, known contacts.
- Strong computer skills, including Word, Excel, Outlook, QuickBooks and ability to learn as new programs are implemented.
- Excellent written and verbal skills for technical and business communications with co-workers, managers, subcontractors, contracting and construction customers and associates; keeping those same people informed, updated, and provided with progress, changes in status, and completion of tasks.
- Strong accountability for delivery of promised actions and a reputation for prompt follow-up, sometimes with difficult personalities or with people who need multiple reminders, coordination, or assistance.
- Ability to manage multiple projects, competing priorities, and complete tasks that are most urgent, have financial consequences, or must be completed to avoid causing delays in others’ work.
- Skilled in basic math calculations with a high degree of financial accuracy; skilled in reporting and transcribing data with precision; and self-checking for absolute accuracy in financial, contractual, and other important business matters.
Incumbent must be a US Citizen, have the ability to pass a background investigation, and possess fiduciary standards and professional ethics.
Assignments & Benefits
Employees receive 10 federal holidays off with pay. 2 weeks for vacation/personal days, and 1 week paid sick leave accumulate annually, from weekly accrual. Subsidized healthcare insurance is available from the employer, and a company-matching 401(k) plan is offered to all employees. The company promotes professional development with paid job related training (most notably, for Contract Management, compliance, and software applications). Shared cost reimbursement of a job-related course of study is available for those employees who are motivated and on a career track to professional certification.
Equal Employment Opportunity
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. Veterans and individuals with disabilities are also actively sought and will also receive full and equitable consideration for this opportunity. Full-time employees are eligible for medical and dental insurance options, paid time off, participation in a limited employer-matching 401(k) plan, and employer-sponsored training and professional development.