Subcontracts Administrator

Planned Systems International, Inc.•, Remote

17h•Hybrid

About The Position

Planned Systems International (PSI) is an Enterprise IT services company focused on designing, building, securing, and operating cutting-edge software solutions for Federal Government organizations. We are seeking an organized, detail-oriented Subcontracts Administrator to manage the preparation, administration, and closeout of agreements with subcontractors and business partners. This role involves managing subcontract documentation throughout its lifecycle, including NDAs, Teaming Agreements, subcontract agreements, task orders, purchase orders, modifications, and closeout documents. The position requires close collaboration with Contracts, Program Management, Business Development, Finance, Accounting, Accounts Payable, and other internal stakeholders, as well as subcontractor representatives. A key aspect of this role is ensuring alignment between contractual documents and PSI’s accounting controls, maintaining subcontract records in TechnoMile and purchase order information in Deltek, and ensuring data accuracy and consistency across systems. The ideal candidate will understand federal government subcontracting practices, exercise sound judgment, and manage multiple transactions accurately and efficiently.

Requirements

Bachelor’s degree in Business Administration, Contract Management, Supply Chain Management, Finance, Accounting, or a related discipline. Additional directly related experience may be considered in place of the degree requirement.
Three or more (3+) years of experience in subcontract administration, procurement, purchasing, contract administration, or a related function.
Experience supporting a federal government contractor or administering agreements connected to federal contracts.
Demonstrated experience preparing and administering several of the following: NDAs, Teaming Agreements, Subcontract agreements, Task orders, Purchase orders, Modifications, Closeout documentation.
Working knowledge of federal subcontract administration concepts, including contractual flow-downs, funding controls, periods of performance, subcontract types, and documentation requirements.
Experience entering and maintaining purchase orders in Deltek Costpoint or a comparable enterprise resource planning or accounting system.
Ability to understand the relationship between contractual documents, purchase orders, project accounting, invoice processing, and financial controls.
Strong attention to detail and the ability to identify inconsistencies among agreements, modifications, purchase orders, funding records, and system data.
Ability to manage multiple subcontract actions, competing deadlines, and requests from several internal stakeholders.
Strong written and verbal communication skills, including the ability to communicate professionally with subcontractors, program managers, finance personnel, and company leadership.
Strong organizational, document management, and recordkeeping skills.
Proficiency with Microsoft Word, Excel, Outlook, Teams, and Adobe Acrobat.
Ability to work independently, follow established procedures, escalate risks appropriately, and carry assignments through completion.
Ability to exercise discretion and maintain confidentiality when handling contractual, proprietary, and financial information.
Must be legally authorized to work in the United States.

Nice To Haves

Experience using TechnoMile for subcontract, contract, or document lifecycle management.
Hands-on experience using Deltek Costpoint, particularly purchasing, purchase order, project, vendor, or accounts payable functions.
Experience administering subcontracts under multiple contract types, including firm-fixed-price, time-and-materials, labor-hour, and cost-reimbursement arrangements.
Familiarity with the Federal Acquisition Regulation and applicable agency supplements, including subcontract flow-down and purchasing system requirements.
Experience working in a Contractor Purchasing System Review environment.
Experience supporting federal indefinite-delivery/indefinite-quantity contracts and task-order-based programs.
Familiarity with subcontractor responsibility reviews, representations and certifications, insurance requirements, organizational conflict-of-interest documentation, and System for Award Management verification.
Experience supporting small-business subcontracting requirements and related reporting.
Experience with subcontract invoice review, purchase order reconciliation, funding tracking, and closeout.
National Contract Management Association certification, such as CFCM, CCCM, or CPCM.

Responsibilities

Prepare, review, route, issue, and maintain subcontract-related documents, including Non-Disclosure Agreements, Teaming Agreements, Subcontract agreements, Subcontract task orders, Purchase orders, Contract and purchase order modifications, Consent and approval documentation, and Subcontract closeout documents.
Coordinate document development and review with Contracts, Program Management, Business Development, Finance, Accounting, Accounts Payable, and other internal stakeholders.
Communicate directly with subcontractors to obtain required information, resolve administrative questions, coordinate signatures, and support timely execution of agreements.
Maintain complete and accurate subcontract files in TechnoMile, including executed agreements, modifications, correspondence, approvals, supporting documentation, and closeout records.
Create, update, and maintain subcontract purchase orders in Deltek in accordance with approved contractual documents and PSI accounting procedures.
Accurately enter and maintain purchase order information, including subcontractor data, project and accounting identifiers, contract type, funding, ceilings, rates, period of performance, task order information, and applicable terms.
Reconcile information maintained in TechnoMile and Deltek to ensure contractual documents and accounting records remain aligned.
Verify that purchase orders and modifications reflect the terms, funding, and authorization contained in the applicable subcontract or task order before release.
Track subcontract funding, ceilings, periods of performance, option periods, deliverables, modifications, and other key administrative milestones.
Monitor pending documents, approvals, signatures, and subcontractor responses and follow up with responsible parties to prevent processing delays.
Support subcontractor onboarding by collecting and maintaining required business, tax, insurance, representations and certifications, and compliance documentation.
Assist with the identification and incorporation of applicable prime contract terms, conditions, and flow-down requirements under the direction of Contracts or Subcontracts leadership.
Support the administration of subcontracts issued under federal contracts, task orders, indefinite-delivery vehicles, and other contracting arrangements.
Review subcontractor invoices and purchase order balances, as requested, to help confirm alignment with authorized funding, contractual terms, and periods of performance.
Coordinate with Program Management, Finance, and Accounts Payable to research and resolve discrepancies involving purchase orders, invoices, funding, or subcontract documentation.
Process subcontract and purchase order modifications resulting from funding changes, revised periods of performance, updated labor rates, scope changes, or other authorized actions.
Support subcontract closeout activities, including confirmation of final invoicing, disposition of remaining funds, completion of required certifications, and closure of records in TechnoMile and Deltek.
Maintain organized, accurate, and audit-ready subcontract files that demonstrate compliance with PSI policies, contractual requirements, and internal controls.
Protect confidential, procurement-sensitive, proprietary, and financial information.
Prepare subcontract status reports, document trackers, funding summaries, and other reports requested by Contracts, Finance, Program Management, or company leadership.
Assist with internal reviews, customer inquiries, financial audits, incurred-cost activities, and Contractor Purchasing System Review preparation by locating and organizing subcontract records.
Identify recurring administrative issues and recommend improvements to subcontract templates, workflows, system controls, and operating procedures.
Perform other related duties as assigned.