Senior Contracts Administrator

Job Title: Senior Contracts Administrator - Federal and State Government Contracts 

Job Location: Austin, Texas (remote or hybrid)

Compensation: $80,000 to $100,000 salary, health/dental benefits, 401k, etc.

Eligibility/Clearance: 

• Must be a U.S. Citizen.
• Must be eligible to obtain and maintain a Department of Defense security clearance if required by assigned responsibilities.
• An active security clearance is preferred but is not required unless determined necessary for the position.

Job Description:

We are seeking an experienced, hands-on Senior Contracts Administrator to join our corporate team and assume primary responsibility for the administration and compliance of the company’s federal prime contracts, subcontracts, task orders, contract vehicles, and related agreements.

This position is being created to address two immediate and equally important business needs:

1. Transfer day-to-day contract administration, review, tracking, and compliance responsibilities from the President/CEO to a dedicated contracts professional.
2. Establish and manage the contract-administration infrastructure required to support B Technology’s growing federal portfolio, including new contract vehicles such as NASA SEWP and MDA SHIELD.

The Senior Contracts Administrator will independently review contract documents, modifications, task orders, purchase orders, and related agreements; identify contractual requirements and risks; maintain complete contract files; monitor funding, deadlines, deliverables, and periods of performance; and ensure compliance with contractual, regulatory, and vehicle-specific requirements.

The position will serve as a trusted advisor to the President/CEO and other company leaders and will work closely with Operations, Finance, Business Development, Capture, Security, Quality, Human Resources, program leadership, customers, prime contractors, subcontractors, and outside legal counsel.

The successful candidate must be comfortable working in a growing small-business environment where responsibilities are broad, priorities can move quickly, and issues must be identified and addressed proactively.

This is not an entry-level or primarily clerical position. The selected individual must be able to read and interpret federal contracts, recognize business and compliance risks, recommend appropriate action, and independently manage contract administration from pre-award review and vehicle onboarding through performance and closeout.

Responsibilities (include but are not limited to):

The Senior Contracts Administrator must be able to perform the following responsibilities independently and with minimal guidance. Duties are not listed in order of importance, and other duties may be assigned.

Prime Contract and Task-Order Administration

• Manage the day-to-day administration of federal prime contracts, task orders, delivery orders, purchase orders, and related contractual instruments.
• Review new awards, modifications, task orders, notices, funding actions, and purchase orders to identify contractual requirements, risks, required actions, and internal responsibilities.
• Prepare concise contract summaries and brief leadership and program teams regarding:
  • Scope of work.
  • Contract type.
  • Period of performance.
  • Option periods.
  • Funded and ceiling values.
  • Contract line-item numbers.
  • Labor categories.
  • Key personnel requirements.
  • Deliverables.
  • Reporting requirements.
  • Invoicing requirements.
  • Notice requirements.
  • Applicable clauses and compliance obligations.
• Monitor periods of performance, option dates, funding, contract ceilings, labor categories, contract line-item numbers, and limitations on cost or funds.
• Coordinate with Finance and program leadership to ensure work is performed and invoiced within authorized scope, funding, contract ceilings, and periods of performance.
• Identify situations requiring written authorization, a contract modification, a notice to the customer or prime contractor, or other formal contractual action.
• Ensure that informal customer discussions or technical direction are not treated as authorization to perform out-of-scope or unfunded work.
• Review and coordinate contract modifications, funding actions, extensions, renewals, and option exercises.
• Draft and coordinate contractual correspondence, notices, requests for clarification, funding notifications, responses, and other formal communications.
• Maintain documentation of customer and prime-contractor direction, approvals, decisions, and contract-related communications.
• Support contract closeout, including final deliverables, final invoices, releases, property disposition, subcontract closeout, and record retention.

Contract-Vehicle Administration

• Administer and support B Technology’s participation in federal Government-Wide Acquisition Contracts, indefinite-delivery/indefinite-quantity contracts, multiple-award contracts, and agency-specific vehicles.
• Support the administration and implementation of new contract vehicles, including NASA SEWP and MDA SHIELD.
• Review base contracts, vehicle guides, ordering procedures, modifications, reporting instructions, and other vehicle documentation.
• Identify and track vehicle-specific requirements, including:
  • Ordering procedures.
  • Authorized scope.
  • Products and services.
  • Labor categories.
  • Reporting obligations.
  • Administrative or contract-access fees.
  • Modification procedures.
  • Teaming and subcontracting requirements.
  • Required systems and portals.
  • Registration and certification requirements.
  • Points of contact.
• Develop and maintain vehicle-specific compliance files, calendars, checklists, templates, and standard operating procedures.
• Monitor changes to contract-vehicle requirements and communicate applicable updates and required actions to leadership and affected functional teams.
• Coordinate with Business Development, Capture, Operations, Finance, Security, Quality, and program leadership to support task-order opportunities from solicitation review through award and administration.
• Review task-order solicitations and requests for quotations for contractual requirements, submission instructions, contract type, funding, period of performance, labor categories, reporting requirements, and business risk.
• Ensure task-order quotations, awards, modifications, deliverables, invoices, and performance documentation comply with the applicable base contract and ordering requirements.
• Track vehicle-level and task-order-level reporting, fees, sales, modifications, deliverables, subcontracting requirements, and other required submissions.
• Support the addition or maintenance of authorized products, services, labor categories, team members, subcontractors, and other vehicle information, as applicable.
• Establish repeatable processes that enable B Technology to actively use and successfully administer its contract vehicles and resulting task orders.

Subcontract and Agreement Administration

• Manage the administration of federal subcontracts, consulting agreements, teaming agreements, nondisclosure agreements, vendor agreements, and other business agreements.
• Review subcontract and vendor agreements to identify terms, obligations, risks, deliverables, reporting requirements, funding, and periods of performance.
• Draft, review, negotiate, and coordinate subcontracts, teaming agreements, nondisclosure agreements, consulting agreements, and related modifications.
• Ensure applicable federal and prime-contract requirements are incorporated into subcontracts and other downstream agreements.
• Identify and incorporate required FAR, DFARS, cybersecurity, security, and customer-specific flow-down clauses.
• Track subcontract funding, ceilings, modifications, invoices, deliverables, periods of performance, insurance, representations, certifications, and compliance documentation.
• Coordinate subcontractor onboarding, administration, performance documentation, and closeout.
• Monitor subcontractor compliance with applicable contractual, regulatory, security, cybersecurity, quality, and reporting requirements.
• Maintain complete and organized subcontract and agreement files.

Contract Compliance and Risk Management

• Support compliance with applicable Federal Acquisition Regulation and Defense Federal Acquisition Regulation Supplement requirements.
• Support compliance with SBA 8(a), WOSB, EDWOSB, small-business, subcontracting, and socioeconomic program requirements.
• Support contract-related requirements associated with CMMC, controlled unclassified information, information security, facility security, quality management, and customer-specific compliance obligations.
• Review solicitations, requests for proposals, requests for quotations, and proposed agreements for:
  • Contractual terms.
  • Representations and certifications.
  • Organizational conflicts of interest.
  • Intellectual property provisions.
  • Data-rights requirements.
  • Cybersecurity obligations.
  • Insurance requirements.
  • Indemnification provisions.
  • Limitation-of-liability provisions.
  • Termination provisions.
  • Other contractual and business risks.
• Identify contractual, financial, performance, compliance, or customer-relations risks and elevate them to leadership before they become significant issues.
• Recommend practical actions to reduce or manage identified risks.
• Coordinate with outside legal counsel when legal interpretation, negotiation support, or formal legal review is required.
• Support audits, reviews, data calls, corrective actions, and requests from government agencies, prime contractors, customers, auditors, or other authorized parties.
• Support Contractor Performance Assessment Reporting System reviews and other past-performance activities.
• Maintain current contract-specific representations, certifications, compliance records, and supporting documentation.
• Monitor federal and customer registration requirements and coordinate timely updates with the appropriate internal personnel.
• Ensure contract records are retained and safeguarded in accordance with contractual, regulatory, and company requirements.

Contract File and Process Management

• Establish and maintain a centralized repository for executed contracts, subcontracts, task orders, modifications, correspondence, deliverables, approvals, notices, and supporting records.
• Inventory all active prime contracts, subcontracts, task orders, purchase orders, teaming agreements, contract vehicles, and related contractual instruments.
• Develop and maintain a master contract and vehicle register.
• Maintain contract-administration calendars and tracking tools for:
  • Periods of performance.
  • Option dates.
  • Funding limitations.
  • Contract ceilings.
  • Deliverables.
  • Reporting deadlines.
  • Invoicing requirements.
  • Insurance expirations.
  • Representations and certifications.
  • Vehicle requirements.
  • Renewal dates.
  • Notice deadlines.
  • Closeout actions.
• Develop standard contract briefs, checklists, compliance matrices, templates, and operating procedures.
• Establish a formal process for reviewing and documenting new awards, modifications, funding actions, task orders, and customer direction.
• Identify contract-file, documentation, or compliance deficiencies and recommend corrective priorities.
• Build scalable contract-management processes appropriate for a growing federal government contractor.
• Provide leadership with clear, concise, and actionable contract information without requiring leadership to independently locate and interpret contract documents.

Internal Coordination and Advisory Support

• Serve as the primary internal point of contact for routine contract-administration questions.
• Advise the President/CEO and company leadership regarding contractual requirements, compliance obligations, risks, and recommended actions.
• Coordinate with Operations and program leadership regarding:
  • Staffing changes.
  • Key personnel.
  • Deliverables.
  • Performance issues.
  • Customer direction.
  • Scope changes.
  • Funding concerns.
  • Contract extensions.
• Coordinate with Finance regarding:
  • Contract funding.
  • Billing requirements.
  • Invoice submissions.
  • Labor categories.
  • Travel.
  • Other direct costs.
  • Fee requirements.
  • Supporting documentation.
• Coordinate with Business Development and Capture regarding:
  • Solicitation reviews.
  • Contract terms.
  • Teaming arrangements.
  • Representations and certifications.
  • Task-order requirements.
  • Organizational conflicts of interest.
  • Contractual risk.
• Coordinate with Security, Quality, and Information Technology personnel regarding contract-specific security, cybersecurity, controlled-information, and quality requirements.
• Provide training or guidance to employees and managers regarding contract-administration processes, documentation requirements, and the distinction between technical direction and authorized contractual direction.
• Transition routine contract review, tracking, interpretation, and correspondence responsibilities away from the President/CEO.

Requirements:

• Minimum of eight years of progressively responsible experience administering U.S. federal government contracts.
• Demonstrated experience independently managing federal prime contracts and subcontracts.
• Demonstrated experience reviewing and interpreting federal contracts, solicitations, modifications, task orders, and related contractual documents.
• Experience supporting Department of Defense contracts is strongly preferred.
• Experience working for a small or mid-sized federal government contractor is strongly preferred.
• Experience administering multiple contract types, including:
  • Firm-fixed-price.
  • Time-and-materials.
  • Labor-hour.
  • Cost-reimbursement.
  • Indefinite-delivery/indefinite-quantity.
  • Multiple-award.
  • Task-order and delivery-order contracts.
• Experience administering contract vehicles and resulting task or delivery orders is strongly preferred.
• Experience with 8(a), small-business set-aside, sole-source, and competitively awarded federal contracts is preferred.
• Experience with Unanet or another government contracting enterprise resource planning system is preferred.

Education:

• Bachelor’s degree in Business Administration, Contract Management, Acquisition Management, Finance, Legal Studies, or a related discipline is preferred.
• Equivalent relevant federal contracting experience may be considered in place of a degree.
• Certified Federal Contracts Manager, Certified Professional Contracts Manager, Federal Acquisition Certification, Defense Acquisition Workforce Improvement Act certification, or comparable contracts training is preferred.

ATR is an Equal Opportunity Employer (EOE) who will provide equal employment opportunity to employees and applicants for employment without regard to race, ethnicity, religion, color, sex, pregnancy, national origin, age, veteran status, ancestry, sexual orientation, gender identity or expression, marital status, family structure, genetic information, or mental or physical disability