Subcontract Administrator

Overview:

The purpose of Subcontract Administration at Edgewater is to ensure that subcontract requirements are met for current and new contracts. Subcontracts often require interdepartmental cooperation, particularly among the Contract Program Manager, Business Development, and Client Services. Close coordination with partners and agencies on projects is required. Subcontracting plays an integral part of supporting the growth of the company as it extends the capabilities of Edgewater. Contract clauses and flow downs from the Federal Acquisition Regulation (FAR) along with relevant terms and conditions to Subcontractors and Subcontractor teams within the appropriate paperwork is essential. Subcontracting requires an understanding of FAR/DFARS, GSA Federal Schedules, Federal IDIQ, GWAC contracts, and supplemental acquisition regulations of government agencies. Subcontracting also requires a high-level understanding and ability to perform price and cost analysis and methodologies. Subcontracting also requires coordination with Finance and Accounting as it relates to Subcontractor rates, profit margins, and percentage workshare.

Responsibilities:

• Identifies and mitigates corporate risks involved with vendor agreements.
• Negotiates pricing, terms/conditions and provides competitive bid quotes for RFP response process
• Evaluates cost/price proposals, conducts price/cost analysis to determine price reasonableness, and prepares recommendations for vendor selection.
• Manages vendor relationships including favorable corporate pricing and terms.
• Maintains knowledge of active vendor base and current health status of vendors.
• Develop well written, well-structured procurement documentation that supports the sourcing requirements.
• Attends and contributes to multi-functional team meetings associated with service development/deployment.
• Prepares and solicits vendor responses to RFQ/RFP packages including proposed terms and conditions, along with technical documentation.
• Communicates with vendors to expedite the delivery of goods and services as needed to support business objectives.
• Develop and negotiate NDAs and TAs (to supplement other entities within the Contracts Department).
• Experience with establishing CPSR compliant procurements files greater than $250,000, including small business subcontracting plans, Cost Accounting Standards, and Truth in Negotiation Act (TINA).
• Working directly with project teams to satisfy subcontract/purchase order requirements under a variety of prime contract and subcontract types - from initiation through closeout.
• Prepare RFPs tailored to specific requirements; evaluate subcontractor proposals, develop negotiation strategy in concert with Program Managers, and lead negotiations; cost/price analyses.
• Review proposals, negotiate prices, selects or recommends subcontractors and suppliers, approves payment, and maintain necessary records.
• Prepare Subcontracts of low, medium, and high complexity.
• Work with different subcontract types (FFP, T&M, Cost Plus, and hybrids), modify subcontracts and exercises options, terminate, and closes out subcontracts.
• Develop award files to meet with company and Government policies and regulations.
• Assess risk and initiate action to mitigate risk at all phases of subcontract formation, performance, and close-out.
• Monitor subcontractor performance and initiate corrective action if performance falters; execute contract modifications in response to changing requirements; and perform close-out activities.
• Support proposal efforts as required.
• Initiate and negotiate various supplier/subcontractor agreements.
• Provide advice and support in developing Statements of Work (SOW); source selection criteria and performing source selections.
• Provide guidance on financial and contractual matters pertaining to contracts.
• Author and update Subcontract documentation to include Subcontract Agreements, Modifications, Notices of Intent, Insurance documentation, Task Orders, Work Orders, exhibits, labor and material charts, and flow downs.
• Provide administrative assistance to Project Managers and Client Services leads.
• Setup and manage contracts and Service Maintenance Agreements, and Work Orders.
• Prepare change orders, purchase orders, subcontracts, and job cost transmittals.
• Maintain accurate records by updating electronic files and/or software to monitor and record project documents.
• Prepare project information, reports and filings required to close the job.
• Compile, distribute and file customer contract packets.
• Assist in collection efforts as needed and inform billing department of the necessary billing adjustments.
• Assist estimators as needed in preparation of bid packages.

Qualifications:

• A minimum of 3 years of experience in a federal contracting / subcontracting, finance environment.
• A minimum of bachelor’s degree in a related field (or an equivalent combination of experience and training).
• Experience maintaining records required for Federal reviews.
• Strong competency in Microsoft applications including Word, Excel, Outlook, and PowerPoint.
• Excellent organizational, verbal, and written communication skills.
• Attention to detail, time management skills, and the ability to multi-task.
• Must be an active learner with a “can do” positive attitude.
• Knowledgeable in US Government clearances, badging compliance, and regulations

About Us:

Edgewater Federal Solutions is a privately held government contracting firm located in Frederick, MD. The company was founded in 2002 with the vision of being highly recognized and admired for supporting customer missions through employee empowerment, exceptional services and timely delivery. Edgewater Federal Solutions is ISO 9001, 20000-1, 270001 certified, appraised at CMMI Level 3 Maturity for Development and Services, and has been named in the Top Workplaces in the Greater Washington Area Small Companies for 2018 through 2023.

It has been and continues to be the policy of Edgewater Federal Solutions to provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, and/or other status protected by applicable law.