Federal Senior Specialist Subcontracts Administrator

Maximus; Helena (MT); On-site; USD 91,000 - 125,000; Full time

Job summary

Maximus is seeking a seasoned Subcontract Manager to oversee supplier relations and government contracts in a matrixed environment. You will lead negotiations, manage awards, task orders, and modifications while ensuring CPSR compliance and alignment with project objectives.

The role requires 5+ years in subcontracting under various award types, with strong FAR/DFARS and NDA practices, and proficiency in Coupa and CLM tools.

Qualifications

• Bachelor's degree required with 5+ years of subcontracts experience.
• FAR/DFARS, CPSR, NDA knowledge and compliance experience.
• Experience with Prime contracts, cost reimbursable, FP, T&M.
• ERP and CLM systems proficiency; strong MS Office skills.
• Ability to navigate a matrixed, fast-paced environment.

Responsibilities

• Lead subcontract data analysis and maintain historical documentation.
• Resolve complex subcontract issues with minimal oversight.
• Administer subcontract awards, task orders, and modifications per regs.
• Monitor performance and address disputes and issues.
• Evaluate proposals based on price, capability, and history.
• Coordinate with project managers, procurement, and finance on strategy.
• Represent the company with subcontractors, suppliers, and government.
• Ensure alignment of subcontracting with project objectives.

Skills

FAR/DFARS compliance

Subcontract management

Negotiation

Project coordination

Stakeholder engagement

Audit readiness

Communication

Problem-solving

Education

Bachelor's degree

Advanced degree preferred

Tools

Coupa ERP

CLM systems

Microsoft Office (Excel, Word, PowerPoint)

Job description

Overview: Serve as the primary liaison for subcontractors and assigned projects, balancing project requirements, compliance, and capture activities. Lead negotiations, oversee project completion with minimal oversight, and maintain strategic relationships with partners. Assist with influencing junior team members on procurement practices and federal standards, ensuring alignment with FAR and other federal contracting principles. Responsible for managing subcontract documentation in accordance with CPSR standards and audits.

Key Responsibilities:

• Compile, analyze, and maintain subcontract data and historical documentation.

• Identify and resolve complex subcontract issues independently, engaging stakeholders as needed.

• Prepare and administer subcontract awards, task orders, and modifications in line with government regulations and Maximus policies.

• Monitor subcontractor performance, addressing disputes, discrepancies, and performance issues.

• Evaluate subcontractor proposals based on pricing, capabilities, compliance, and performance history.

• Collaborate with project managers, procurement, and finance to align subcontracting strategies with project objectives.

• Represent the company with subcontractors, suppliers, and government representatives to support business goals.

• Work closely with project managers, procurement, and finance teams to align subcontracting strategies with overall project objectives.

This Position requires working in a matrixed business environment with stakeholders in the following groups:

Operations:

• Responsible for the preparation and administration of subcontract awards, task orders and modifications consistent with customer requirements, government regulations, and Maximus procurement policies and procedures.

• Identify and manage subcontract issues and develop creative solutions to resolve highly complex problems independently or with minimal support from manager.

• May represent the company with subcontractors and suppliers, potential subcontractors and suppliers, and government representatives.

• Coordinates with internal stakeholders and prepares subcontract request for proposal and quotation packages with statements of work (SOW), technical evaluations, negotiating terms and conditions, and other requirements for the procurement of services, materials and/or equipment.

• Monitoring and managing subcontractor performance; including vendor disputes, contract discrepancies, delivery timelines and performance issues.

• Work closely with project managers, procurement, and finance teams to align subcontracting strategies with overall project objectives..

Business Development:

• Accountable for the subcontracts portion of company proposal preparation as assigned.

• Reviews customer solicitations and supports the development and delivery of documentation to include price and/or cost analysis, subcontractor management plans and small business participation plans to support the Maximus proposal team for new business awards.

• Negotiate and Administer Teaming Agreements and NDAs with subcontractors during proposal.

• Lead subcontractor price and technical negotiations to meet Maximus proposal objectives.

Essential Duties and Responsibilities:

• Lead compliance tracking in all areas of performance required by the contracts and vendor agreements.

• Provide client, project, operations and corporate compliance reporting and analytics.

• Monitor and reports on Service Level Agreements (SLAs).

• Meet with subcontractors, vendors and third party auditors.

• Develop business continuity, disaster recovery and document archiving reports.

• Oversight of external auditors and vendor quality assurance audits.

• Deliver regular compliance updates to project management.

• Ensure staffing/operations/quality management plans appropriately updated.

Minimum Requirements

'- Bachelor's degree with 5+ years of experience.

• Advanced degree or professional designation preferred.

'- Experience managing subcontracts under Prime contract awards, including Cost Reimbursable, Firm, Fixed Price, and Time & Material awards.

• Understanding of FAR/DFARS, NDA, TA best practices, and CPSR compliance.

• Proficiency in ERP systems (Coupa preferred), CLM systems, and Microsoft Office Suite (Excel, Word, PowerPoint).

• Ability to operate effectively in a fast-paced, matrixed environment with minimal oversight.

• Experience supporting Federal Civilian and DoD programs.

• Excellent communication, leadership, and problem-solving skills.

• Self-motivated with an ability to multi-task and make sound decisions in a timely manner.

• Handling complex subcontract negotiations and dispute resolutions independently in a highly technical environment.

• Working in diverse, high-expectation environments while collaborating across all organizational levels.

• Supporting CPSR-compliant audits and maintaining robust documentation.

• Experience working in a customer service-oriented team environment within a matrixed organization.

• Experience working in a fast-paced work environment with high expectations, significantly diverse assignments, and collaborative team settings across all levels.

• Significant experience with Contractor Purchasing System Review (CPSR) compliant policies and procedures and supporting audits.

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Maximus is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information and other legally protected characteristics.

Minimum Salary

$90,780

Maximum Salary

$125,000