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Associate Contract Manager

Company: GSD&M
Location: Austin
Posted on: January 25, 2023

Job Description:

Requirements

Knowledge/Skills/Abilities:

  • Knowledge and working familiarity with the FAR and DFAR, governmental CAS, Service Contract Act, Buy-American Act, Berry Amendment, Truthful Cost or Pricing Act aka TINA, and other Federal government contracting provisions related to both Cost Plus Fixed Fee and Fixed Priced environments
  • Working knowledge of administration of Government Property and Administration requirements
  • Experience in multiple contract types, e.g., Firm fixed price, cost-reimbursable, cost-plus fixed-fee, labor hour, etc.
  • Education - Bachelor's degree in Business Administration or equivalent degree and experience in the contract administration field. Two years relevant experience generally equals one year college
  • Ability to research FAR, DFAR, and other guidance for proper treatment of transactions
  • Certification in Contract Administration from at least one of the following sources: National Contract Management Association (NCMA), World Commerce Contracting (WCC), or previously certified by the Federal Government as either FAC-C Level 1/DAWIA Level 1 or above Contracting Officer with a previous warrant (within last 3-years, and proof of certifications)

    Key Characteristics/Desired Competencies:

    • Excellent Communication Skills (verbal, written, listening) - listen and understand practical matters in laymen's terms and in governmental terms, analyze the situation and interpret/translate the communications
    • Technology Skills - proficiency in Microsoft Office Suite, willingness to learn other systems
    • Attitude - positive, can-do attitude, team player, receptive to instruction and critical feedback.
    • Ability to maintain a good working relationship with employees, vendors and the client
    • High level of integrity
    • Quality of Work - Ability to work with little supervision and achieve consistent high quality. Possession of a high level of attention to detail, prioritization skills, a sense of urgency
    • Organizational - develop a working knowledge, understanding and compliance with organizational policies, procedures and systems, Agency philosophy and core Agency beliefs

      Travel (%): Occasional/Less than 10%

      External Description

      The Associate Contract Manager will provide administration of and assurance that GSD M is compliant with Government Contracts, citing primary focus on the contract with the United States Air Force.

      • This role is intended to support a senior level Contract Manager (CM) on day-to-day contracting activities and reviews.
      • Role will require a broad range of interaction with both internal and external stakeholders, and will encompass the provision of guidance, assistance, technical (contractual regulatory) feedback, and review for contracting bids between GSD M and subcontractors on behalf of the U.S. Air and Space Force.
      • Role requires both granular and big picture thinking - ideal candidate will be involved in day-to-day reviews of funding requests, contracts, scopes of work, and purchase orders for a broad spectrum on workstreams, but should understand how each fit into the larger business.
      • Candidate will review prospective subcontractor's terms and conditions and advise on risks, cost considerations, and deadlines.
      • Candidate will work closely with agency producers and account staff for initial onboarding of agreements with third-party vendors.

        Position-Specific Responsibilities/Duties:

        Prime Contract Administration:

        • Backup to Contract Manager (CM) when either on leave or in conflicting meetings, general responses to already proposed decisions, and coordination of basic team needs
          • Handle all PO's under $25,000 to ensure vendor selection is in accordance with U.S. Air Force guidance
          • All PO's under $25k and RFI, RFQ, RFP actions under $25k or as designated by the CM due to workloads.
          • Has proper forms on file (RepCert and SB Diversity)
          • Is active in system (EAS and Sciquest)
          • PO complies with prime contract needs (Approved AIR, SB# and Job# annotated)
          • Attachments, quotes, etc. are on file for audit proposes
            • USAF Account Team - Google Drive Administration
            • Assist in logging POV requests, tracking progress, monitoring completion with Account Leadership team (update Google Sheet with new requests - as needed)
              • Assist in logging AIR approvals, inquire for overdue request, add reminder to calendar for expiration, and upon receipt (PDF email, file in appropriate google folder based on FY and Task Order, update google sheet, daily)
              • Administer, and update as needed various spreadsheets and data files for use in day to day administration by the internal team

                • CM coverage as directed: e.g., sit in on status meetings in order to provide GSD M Contract Management Coverage
                  • Assist CM with following requirements above $25,000
                  • Review of SOW's for subcontract work (quotes, emails, etc.)
                  • Subcontract RFP process via the electronic system (Backup for processing and assisting when CM is out)
                  • Subcontract evaluation data presented by team for vendor selection (Backup for processing and assisting when CM is out)
                  • Assist CM with Client solicitations
                  • Prepare response for proposals, bids, and contract modifications
                  • Analyze solicitation and contract requirements, special provisions, terms and conditions to ensure compliance with appropriate federal laws, procurement regulations, corporate policies and operating guidelines
                  • Identify risks areas to management. Make recommendations to mitigates risks.
                  • Subcontractor Monitoring assistance
                  • Analyze and monitor subcontractor performance
                  • Perform site surveys as required
                  • Ensure all contract documentation is complete, organized and accessible
                    • DCAA or other audit assistance
                    • DCAA audit needs - support supplying information to government auditor
                    • Track audit responses
                    • Invoice audits
                    • Review billing
                    • "Close out" of prior year Task Orders: reconcile government records with GSD M billing records
                    • Historical cost data formations
                    • Market Research

                      Vendor Contract Administration:

                      • Assist in daily management of:
                      • Vendor portal registrations
                      • Coordination of email, forms, and data needed for finance to add a vendor into the system
                      • Monitoring forms for renewal and validation of vendor information
                      • Assist in managing the compliance with the Small Business Diversity goals
                      • Provide vendor subcontract review, assist in negotiation and subcontract instruments
                      • Subcontract vendor registrations into vendor data system
                      • Confirmation that all applicable small business, representation certification, and other related forms specific to the Government contracts

Keywords: GSD&M, Austin , Associate Contract Manager, Accounting, Auditing , Austin, Texas

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