Buyer-Subcontractor Administrator

MS Technology, Inc.•Oak Ridge, TN

About The Position

The Buyer/Subcontract Administrator is responsible for sourcing and procuring materials, equipment, and services while supporting the full subcontract lifecycle from solicitation and award through administration, compliance, and closeout. This role pairs a commercial, best-value procurement mindset with a working knowledge of the Federal Acquisition Regulation (FAR) and applicable agency supplements (e.g., DFARS), ensuring that prime-contract terms and required clauses flow down accurately to suppliers and subcontractors while supporting timely delivery, competitive pricing, supplier performance, and audit-ready compliance across business operations and project execution.

Requirements

High school diploma or equivalent required; Associate or Bachelor’s degree preferred (Business, Supply Chain, Finance, or related field).
3+ years of demonstrated experience procuring both services and materials/equipment in a project-based environment, including buying, subcontract administration, or supply chain roles.
Working knowledge of commercial purchasing best practices and supplier sourcing, combined with a working knowledge of the Federal Acquisition Regulation (FAR) including how prime-contract terms and clauses flow down to suppliers and subcontractors.
Strong negotiation, communication, and vendor management skills.
Strong organizational skills with the ability to manage multiple priorities, deadlines, and detailed documentation.
Proficient with Microsoft Office (Excel, Word, Outlook); comfort working in ERP/purchasing systems.

Nice To Haves

Experience with subcontract modifications, change control, and closeout processes.
Certification(s) such as CPSM, CPIM, NCMA CFCM / CPCM, or similar (or willingness to obtain).
Experience supporting government / federal contracting environments, including familiarity with FAR (and DFARS or other agency supplements where applicable), prime-to-sub flowdowns, and audit-ready procurement documentation.
Working familiarity with cost / price analysis concepts (FAR 15.404-1), competitive procurement documentation, and sole-source / J&A justifications.

Responsibilities

Process purchase requisitions and issue purchase orders (POs) in accordance with company policies and applicable contract requirements, including FAR / DFARS clauses.
Source qualified suppliers; obtain, evaluate, and document quotes for price, lead time, quality, and best value.
Negotiate commercial terms (pricing, delivery, payment terms, warranties, freight, etc.) within delegated authority.
Coordinate with internal stakeholders (Project Managers, Engineering, Operations, QA, Accounting) to confirm specifications, schedules, and requirements.
Monitor open orders and expedite deliveries to support project schedules; resolve backorders and shipping issues.
Maintain accurate purchasing files and records, including quote documentation and PO terms/conditions.
Support inventory/material planning activities as needed (critical spares, min/max, long-lead items, etc.).
Identify cost savings and supplier improvement opportunities (alternate sources, consolidations, lead-time reductions).
Screen prospective suppliers and subcontractors for SAM.gov exclusions / debarment, OFAC and BIS restricted-party lists, TAA / Buy American compliance where required, and counterfeit-parts risk.
Apply appropriate cost or price analysis techniques to support best-value determinations, document competition results, and prepare sole-source justifications where required.
Support development of solicitations (RFQ/RFP), including scope language, vendor instructions, and evaluation criteria.
Assist with subcontract selection documentation (bid tabulations, price analyses, decision rationale).
Draft, issue, and administer subcontracts and subcontract modifications/changes (change orders), ensuring alignment with prime contract requirements and company flowdowns.
Track and administer subcontract deliverables, milestones, invoices, and performance metrics.
Manage subcontractor communications, including clarifications, meeting coordination, and issue resolution.
Support subcontract closeout (final deliverables, lien releases where applicable, final invoice resolution, and file completion).
Ensure purchase orders and subcontracts include required terms, conditions, and applicable flowdowns.
Assist with compliance documentation tracking as required (insurance certificates, NDAs, safety documentation, quality requirements, export controls (ITAR / EAR) and Controlled Unclassified Information (CUI) handling per NIST SP 800-171 where applicable).
Maintain organized procurement/subcontract files that support audits, customer reviews, and internal controls.
Use the company’s purchasing/ERP/accounting systems to create and manage POs/subcontracts, receipts, and supporting documentation.
Generate routine procurement and subcontract status reports (open PO report, expediting report, subcontract milestone tracking).
Participate in project kickoff and planning meetings to align procurement actions with project schedules.
Support continuous improvement initiatives related to procurement efficiency, standard templates, and process controls.