Subcontracts Administrator

Planned Systems International, Inc.; United States; Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Short-term disability

Long-term disability

Life insurance

AD&D coverage

Employer-sponsored 401(k) with company

Job summary

Planned Systems International, Inc. is seeking a Subcontracts Administrator to manage the lifecycle of subcontract documents, including NDAs, TEami ng Agreements, subcontracts, task orders, and purchase orders.

You will ensure alignment between contractual documents and PSI accounting controls, working closely with Contracts, PM, Finance, and other internal stakeholders. The role requires knowledge of federal subcontracting practices, strong attention to detail, and the ability to handle

Qualifications

• Bachelor’s degree required; related experience considered in lieu of degree.
• 3+ years of subcontract administration, procurement, purchasing or contract administration.
• Experience supporting a federal government contractor or federal contracts.
• Experience preparing and administering NDAs, Teami ng Agreements, Subcontract agreements, Task orders, Purchase orders, Modifications, Closeout documentation.
• Knowledge of flow-downs, funding controls, periods of performance, and documentation requirements.
• Experience with Deltek Costpoint or similar ERP system.
• Ability to align contractual documents, purchase orders, project accounting, and invoicing with controls.

Responsibilities

• Prepare, review, route, issue, and maintain subcontract documents (NDAs, TEAs, subcontracts, task orders, purchase orders, modifications).
• Coordinate document development with internal stakeholders (Contracts, PM, Finance, BD, AP).
• Communicate with subcontractors to obtain information and support timely execution.
• Maintain subcontract files in TechnoMile and related PO data in Deltek.
• Enter and maintain PO data including funding, ceilings, performance periods, and terms.
• Reconcile TechnoMile and Deltek data for alignment.
• Verify that POs and modifications reflect terms before release.
• Track funding, ceilings, performance periods, options, and milestones.
• Support onboarding and compliance documentation for subcontractors.
• Assist with prime contract flow-downs and CDS requirements.

Skills

Attention to detail

Contract management

Written and verbal communication

Multitasking

Cross-functional collaboration

Problem solving

Time and priority management

Discretion and confidentiality

Education

Bachelor’s degree in Business Administration, Contract Management, Supply Chain Management, Finance, Accounting, or related discipline

Tools

Deltek Costpoint

TechnoMile

Microsoft Word

Excel

Adobe Acrobat

Outlook

Teams

Job description

Overview

Planned Systems International (PSI) is an Enterprise IT services company who focuses on designing, building, securing, and operating cutting-edge software solutions that drive mission success and operational excellence for Federal Government organizations. We are currentlyseeking an organized, detail-oriented Subcontracts Administrator to support the preparation, administration, and closeout of agreements with subcontractors and other business partners supporting PSI’s federal government contracts and corporate operations.

The Subcontracts Administrator will manage subcontract documentation throughout its lifecycle, including Non-Disclosure Agreements (NDAs), Teaming Agreements (TAs), subcontract agreements, subcontract task orders, purchase orders, modifications, and closeout documentation. The position will work closely with Contracts, Program Management, Business Development, Finance, Accounting, Accounts Payable, and other internal stakeholders, as well as subcontractor representatives.

This position plays an important role in maintaining alignment between contractual documents and PSI’s accounting controls. The Subcontracts Administrator will maintain subcontract records in TechnoMile and create and manage associated purchase order information in Deltek, ensuring that funding, period of performance, contractual terms, and other key data remain complete, accurate, and consistent across both systems.

The successful candidate will understand federal government subcontracting practices, exercise sound judgment when handling contractual and financial information, and manage multiple transactions without sacrificing accuracy or responsiveness.

Location: DC, MD, VA preferred but remote work can be considered.

Essential Functions and Job 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
  • 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.

Minimum 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, elevate 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.
• Core Competencies:
  • Attention to detail
  • Contractual and financial document accuracy
  • Organization and follow-through
  • Internal customer service
  • Professional subcontractor communication
  • Problem-solving
  • Time and priority management
  • Process compliance
  • Confidentiality and sound judgment
  • Cross-functional collaboration

Desired Qualifications

• 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.

Company Benefits

PSI offers full-time, benefits eligible employees a competitive total compensation package that includes paid leave, and options for employer sponsored group medical, dental, vision, short-term and long-term disability, life insurance, AD&D coverage, legal services, identity theft, and accident insurance. Flexible spending account and health saving account options offer pre-tax savings for qualified medical, dental, and vision expenses. The company sponsored 401(k) retirement plan has an employer contribution match that is immediately vested. We invest in the professional growth of our employees through professional courses, certifications, and tuition reimbursement programs.

EEO Commitment

It is company policy to promote equal employment opportunities. All personnel decisions, including, but not limited to, recruiting, hiring, training, promotion, compensation, benefits, and termination, are made without regard to race, color, religion, age, sex, sexual orientation, pregnancy, gender identity, genetic information, national origin, citizenship status, veteran status, protected veteran status, disability, or any other characteristic protected by applicable federal, state, or local law. Reasonable accommodations for applicants and employees with disabilities will be provided. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources by emailing [e-mail], or by dialing 703-575-8400.