Program Subcontracts Specialist

Applied Research Solutions; Beavercreek (OH); On-site; USD 85,000 - 115,000; Full time

Job summary

Applied Research Solutions in Ohio seeks a Program Subcontracts Specialist to manage 25-30 subcontractors across multiple contracts. You will set up subcontractors, assign work, administer timesheets, monitor funding and burn rates, handle invoicing, and maintain contract documentation.

You will serve as the primary interface with subcontractor POCs, liaise with internal stakeholders, ensure accurate and timely contract administration, and leverage Deltek Costpoint to track records.

Qualifications

• US citizen required as per job posting.
• Bachelor's degree in Finance, Accounting, Business, Economics or related field (or equivalent experience).
• Proficiency with Deltek Costpoint (Subcontractor module) or comparable systems.
• Strong attention to detail and organizational skills.
• Effective written and verbal communication with subcontractors, government personnel, and internal stakeholders.
• 2+ years experience with budget analysis, funding tracking, or burn-rate monitoring in a contract/program environment.

Responsibilities

• Manage subcontractor records and assignments using the Deltek Costpoint Subcontractor module.
• Establish and maintain subcontractor work assignments, updating them as funding is awarded, modified, or deobligated.
• Manage subcontractor timesheets including opening periods, exporting timesheets, and closing periods; assist with corrections and changes.
• Monitor and analyze subcontractor burn rates and track funding requirements and issues, including PRs for labor and travel funding.
• Assist Program Controller with budget analysis and program run-out projections.
• Coordinate with the Program Manager on ODC costs and lead times.
• Create and distribute monthly subcontractor invoices to the appropriate POCs.
• Maintain detailed records of POs, COs, contract documents, and related subcontractor documentation.
• Maintain the master subcontractor tracking spreadsheet and interface with subcontractor POCs for day-to-day needs.

Skills

US citizenship

Deltek Costpoint

Attention to detail

Written and verbal communication

Budget analysis

Education

Bachelor's degree in Finance, Accounting, Business, Economics

Tools

Deltek Costpoint

Job description

ARS is currently looking for a Program Subcontracts Specialist. The Program Subcontracts Specialist is responsible for managing approximately 25-35 subcontractors across multiple contracts, including subcontractor setup and work assignments, timesheet administration, funding and burn-rate monitoring, invoicing, and contract documentation. The role serves as a key point of contact for subcontractor Points of Contact (POCs), maintaining strong working relationships and interfacing directly with them on day-to-day account needs, funding requirements, timesheets, invoices, contract changes, and issue resolution. The position requires proficiency with Deltek Costpoint, strong attention to detail, effective communication skills, and the ability to coordinate across subcontractors and internal stakeholders to ensure accurate and timely contract administration.

Why Work with us?

Applied Research Solutions (ARS) is respected as a world-class provider of technically integrated solutions as we deliver premier talent and technology across our focused markets for unparalleled, continuous mission support.Awarded a Best Places to Work nominee since 2020, ARS recognizes that without our career- driven, loyal professionals, we would not be able to deliver state-of-the-art results for our mission partners. We firmly believe that prioritizing our employees is of the upmost importance. We provide a culture where our employees are challenged to meet their career goals and aspirations, while still obtaining a work/life balance. ARS employees are motivated through our industry competitive benefits package, our awards and recognition program, and personalized attention from ARS Senior Managers.

Responsibilities

• Manage subcontractor records and assignments using the Deltek Costpoint Subcontractor module.
• Establish and maintain subcontractor work assignments, updating them as funding is awarded, modified, or deobligated.
• Manage subcontractor timesheets including opening periods, exporting timesheets, and closing periods. Assist subcontractors with corrections, changes, and resolve timesheet issues.
• Monitor and analyze subcontractor burn rates and track funding requirements and issues, including Purchase Requisitions (PR) for both labor and travel funding.
• Assist Program Controller (PC) with budget analysis and program run-out projections, including reviewing current spending, funding levels, burn rates, and projected costs to support financial planning and identify potential funding concerns.
• Coordinate with the Program Manager on ODC costs and applicable lead times.
• Create and distribute monthly subcontractor invoices to the appropriate POCs.
• Maintain detailed and organized records of Purchase Orders (POs), Change Orders (COs), contract documents, and related subcontractor documentation.
• Maintain the master subcontractor tracking spreadsheet, including POCs, email addresses, PLC/rates, user account information, and active/inactive status.
• Maintain strong working relationships with subcontractor POCs and serve as the primary interface for day-to-day subcontractor account needs, including funding requirements, timesheets, work assignments, invoices, user access, contract changes, and issue resolution.

Qualifications

Required:

• Must be a US citizen
• Bachelor's degree in Finance, Accounting, Business, Economics, or related field (or equivalent experience).
• Proficiency with Deltek Costpoint (Subcontractor module) or comparable subcontract/timesheet administration systems.
• Strong attention to detail and organizational skills, with experience managing high volumes of records/documentation.
• Effective written and verbal communication skills for coordinating with subcontractors, government personnel, and internal stakeholders.
• 2+ years experience with budget analysis, funding tracking, or burn-rate monitoring in a contract/program environment.
• Ability to manage multiple subcontractor accounts (25-30) across multiple contracts simultaneously.

Preferred:

• Experience supporting DoD or federal government contract types (FFP, Cost-Plus, T&M, IDIQ).

All positions at Applied Research Solutions are subject to background investigations. Employment is contingent upon successful completion of a background investigation including criminal history and identity check.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered contractors and subcontractors to employ and advance in employment qualified protected veterans.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.