Essential Duties and Responsibilities
Manages the division’s Contractor Discrepancy Reports (CDR) response program. Reviews, coordinates responses with Project Managers, and submits written responses to CDRs in a timely manner.
Contributes to the development and management of Quality Control Plans, conducts annual reviews of said plans, and inspects contract performance and compliance. Reports and makes recommendations for improvements/corrections to the Director of Contracts.
Fills in for short term or emergency management coverage on contract sites as needed.
Responsible for the preparation of contract proposals, attends bidders’ conferences, assists in negotiations, and ensures completeness and accuracy of the administration of resulting contracts.
Responsible for compiling data for preparing pricing estimates.
Attend post-award conferences to detail contract terms and conditions prior to performance.
Review and prepare documents to process contract modifications and delivery orders with supporting documentation.
Maintains familiarity with the policies and procedures set forth in FAR, DFARS, FPASA and other applicable regulations.
Solicits oral, written, and electronic quotations and proposals from qualified vendors.
Schedules manager meetings and records/maintains meeting minutes. Coordinates site visits, inspections of contract sites.
Ensures personnel files required to support contract compliance issues are maintained in accordance with company policy and contract requirements.
Assists in preparing the quarterly SourceAmerica report and maintains supporting documentation to ensure the agency is in compliance with all federal regulations and laws.
Prepares miscellaneous contract correspondence.
Maintains a positive relationship with our customers and vendors. Appropriately addresses all incoming calls and correspondence.
Responsible for maintaining an effective contract filing system for the division.
Possesses up-to-date knowledge of contract administration and renewal techniques sufficient to administer and transition contract modifications.
Maintains daily communications to ensure efficient operations and reporting.
Responsible to oversee and track Project Managers’ required paperwork flow, payroll, vendor invoices, etc.
Processes, tracks/prepares/submits monthly contract invoicing for review and enters into the appropriate payment system.
Assists in maintaining agency safety operations database (IndustrySafe) for all business locations, to include training, safety reward program, incident tracking, and turnover reporting.
Assists in scheduling safety training while maintaining an effective working relationship with both internal and external customers.
Assists in conducting safety observation visits and accident Investigations at all Contracts locations.
Conducts Motor Vehicle records checks and maintains the agency’s driver records in accordance with insurance company guidance.
Other duties may be assigned.
Successful candidate will have a proven record of experience in the management of contract administrative duties, training, and dealing effectively with customers and fellow employees. Individual must have excellent oral and written communication skills; leadership and contract administrative skills. Must be detail-oriented and have the ability to blend the basic functions of each division to develop as a member of a work team. Position demands ability to operate independently and make day-to-day decisions with minimum supervision. Must be able to obtain and maintain the required security clearance as stipulated by the contract(s).
Education and Experience
Knowledge of military command structure and federal contracts is beneficial. Extensive knowledge and skill in Microsoft WORD processing, EXCEL spreadsheets and ACCESS database is required. E-mail (Microsoft Outlook); the ability to develop and produce Power Point presentations and the ability to research and retrieve information from the Internet is of high importance. Must be able to perform basic mathematical calculations. Must have the ability to work with diverse populations.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work is sedentary except for occasional walking and bending during on-site inspections or field visits. Work is usually performed in an office setting, although occasional travel is required. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand. Specific vision abilities required by this job include close vision and peripheral vision.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.