Subcontract Closeout Specialist

Johns Hopkins Applied Physics Laboratory•Laurel, MD

About The Position

We are seeking a highly skilled and detail-oriented Subcontract Closeout Specialist to lead the subcontract closeout process as part of our prime contract closeout efforts. This position plays a critical role in ensuring compliance with contractual, regulatory, and organizational requirements.

Requirements

A Bachelor’s degree in Business, Contract Management, Finance, or related field
3+ years of Contract administration, negotiation or closeout experience, including work on cost-reimbursable, time-and-materials, and fixed-price contract types
Demonstrated experience preparing and reviewing detailed paperwork & certifications in support of closeout activities
Strong communication and organization skills
Excellent attention to detail, analytical skills, and ability to manage a high volume of closeouts across multiple projects
Proficiency in Microsoft Office Suite (particularly Excel) and SharePoint
Hold U.S. citizenship or permanent resident status, as required to access APL facilities and networks, subject to applicable laws.

Nice To Haves

5+ years of subcontract administration or closeout experience, including extensive work on cost-reimbursable, time-and-materials, and fixed-price subcontract types
Personally closed out a high volume of complex subcontracts, including those involving:
Universities
FFRDCs
Small businesses with approved purchasing systems
Hands-on experience supporting or responding to DCAA or DCMA audits
Familiarity with incurred cost submissions, rate reconciliations, and audit-ready file reviews
Experience coordinating final rate settlements and tracking rate adjustments across multiple years
Helped develop or refine subcontract closeout policies, standard operating procedures, and tools (e.g. closeout trackers, document templates)
Advised on risk-based closeout approaches or recovery of unclaimed costs
Working knowledge of the FAR (Federal Acquisition Regulation), especially Parts 4, 16, 42, and 49

Responsibilities

Lead the review and closeout of subcontract actions in compliance with prime contract terms, organizational policies, and federal regulations (e.g., FAR, DFARS).
Conduct detailed analysis of subcontract documentation to identify outstanding obligations, including final invoices, audits, property reconciliations, and deliverables.
Partner with subcontract managers and financial teams to confirm final costs, resolve discrepancies, and obtain required approvals.
Coordinate with external subcontractors to collect all necessary closeout documentation, such as final release of claims, certifications, and other contractual requirements.
Monitor and track the status of subcontract closeout actions, ensuring timely completion and reporting progress to leadership.
Ensure all subcontract closeout activities meet organizational standards and federal regulations, including FAR/DFARS clauses.
Support audits by providing required documentation and addressing audit findings related to subcontract closeouts.
Act as a liaison between subcontract managers, finance, legal, and external stakeholders to resolve closeout challenges.
Facilitate cross-functional meetings to address complex or high-value subcontract closeout issues.