Subcontracts Administrator I-IV (Hybrid, Sacramento, Roseville, Oklahoma)

    • Job Tracking ID: 85347-341968
    • Job Location: Remote, Open,Open
    • Job Level: Any
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: 05/19/2022
    • Years of Experience: 1+
    • Radford Job Code: 04461-04464
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Job Description

GENERAL JOB SUMMARY:

The Subcontracts Administrator administers sub-tier domestic and international government and commercial Subcontracts and develops internal systems that ensure contractual compliance with applicable procurement rules and regulations.

 

ESSENTIAL JOB FUNCTIONS:

The duties and responsibilities listed below apply to all levels of Subcontract Administrators. Each higher level of Subcontract Administrator has additional duties and responsibilities listed.

 

  • Responsible for proposal preparation, contract negotiation, major subcontract administration, and subcontractor contact activities in accordance with company policies, legal requirements, and Kratos specifications.

  • Solicits proposals and contractually commits the company within the extent of delegated authority.

  • Ensures current and historical records are created and retained properly and maintains current Subcontract files and records. Controls formal correspondence with major suppliers.

  • Monitors sucontract performance and ensures compliance with contract terms, special provisions, warranties, deliverables and funding requirements.

  • Reviews award and modification documents to confirm accuracy of content, identify risks, and inform Management of contractual obligations.

  • Acts as the focal point of contact with the subcontractor for all contractual matters and is a liaison with internal departments for all matters affecting their portfolio of subcontracts.

  • Attends internal and external subcontract program reviews to identify potential contract impacts or contract change management requirements (e.g., change proposals, equitable adjustment requests, scope of work modifications).

  • Supports and/or develops negotiation strategies for Management’s approval.

  • Administers subcontract change management and subcontract closeout activities.

  • Familiar with standard concepts, practices, and procedures within supply chain field. Relies on significant experience and best judgment to plan and accomplish goals. Works under general supervision; typically reports to a manager. Provides guidance to less experienced supply chain employees as needed.

  • Ensures compliance with assigned company policies and procedures.

  • Follows safety precautions.

  • Ensures that the work area and equipment are kept clean.

 

 

 

Subcontract Administrator I

  • Subcontract Administrator I works with less complex Subcontracts and agreements. Serves as official KUAS representative to the supplier for routine transactions of minor complexity.

  • Is primarily responsible for firm fixed price contract type, request for quote requests and responses, and similar less complex contract transactions. Conducts negotiation and processing supplier proposals and purchase orders. 

  • Reviews Subcontracts for delivery and price information upon receipt from the subcontractor. 

  • Proactively manages the subcontract approval process in accordance with company procedures. Provides order acknowledgements as required.

  • Enters and maintains subcontract and purchase order details in the ERP system. Monitors, tracks, and updates delivery information as needed in the ERP system.  Coordinates with internal customers when modifications are needed.

 

Subcontracts Administrator II

  • Subcontracts Administrator II typically works with moderately complex Subcontracts and agreements. Serves as official KUAS representative to the supplier for routine transactions of moderate complexity.

  • Reviews subcontractor’s proposals to ensure internal Kratos needs, issue proposal instructions and bid evaluation criteria.  Coordinates with leadership and proposal team.

  • Is part of the source selection team to include proposal request preparation, review of statement of work, terms and conditions, representations and certifications, and cost estimates. Recommends solutions to minimize supply risk and participates as a key resource on capture teams.

  • Leads and/or supports supplier negotiation team.  Negotiates to obtain an acceptable business agreement that achieves the company objective.  Ensures review and approval of negotiated Subcontracts with appropriate Management. Provides all required information that supports the company's negotiation position. Prepares documentation to confirm negotiation settlement.

  • Along with review of the provided terms and conditions, assures proper contractual flow down clauses from prime or sub-tier Subcontracts are incorporated in Kratos’ subcontractor flow downs.

  • Supports internal organizations in the development of major subcontracts and purchase orders to ensure compliance with commercial, government and international contract rules and regulations.

  • Responsible for developing solutions to problems, partnering with Program Team and ensuring proper flow down and compliance with all contract terms and conditions to ensure execution is consistent with program objectives and policies.

  • Responsible for review and execution of supplier business agreements including non-disclosure agreements and teaming agreements.

  • Possesses specific knowledge of International subcontracting regulations, including ITAR and export licensing requirements and procedures.

  • Provides briefings to Management and internal customers.

 

Subcontracts Administrator III

  • Subcontracts Administrator III works with complex Subcontracts, agreements and tasks.  Serves as official KUAS representative to the supplier for routine transactions of high complexity.

  • Reviews subcontractor solicitations to identify and ensure customer needs, proposal instructions and evaluation criteria are supported.  Coordinates with leadership and proposal team.

  • Is part of the proposal team to include proposal preparation, review of statement of work, terms and conditions, representations and certifications, and cost estimates. Recommends solutions or alternate proposals to minimize risk and participates as a key resource on capture teams.

  • Leads and/or supports Kratos subcontractor negotiation team.  Negotiates to obtain an acceptable business agreement that achieves the company’s objective.  Ensures review and approval of negotiated Subcontracts with appropriate Management. Provides all required information that supports the company's negotiation position. Prepares documentation to confirm subcontract negotiation settlement.

  • Along with review of terms and conditions, assures proper contractual flow down clauses from prime or sub-tier Subcontracts are incorporated in subcontractor flow downs.

  • Supports internal organizations in the development of major subcontracts and purchase orders to ensure compliance with commercial, government and international contract rules and regulations.

  • Responsible for developing solutions to problems, partnering with Program Team and ensuring proper flow down and compliance with all contract terms and conditions to ensure execution is consistent with Program objectives and policies.

  • Responsible for review and execution of supplier business agreements including non-disclosure agreements and teaming agreements.

  • Possesses knowledge of International subcontracting regulations, including ITAR and export licensing requirements and procedures.

  • Provides briefings to Management and internal customers.

  • Serves as subject matter expert and member of program management teams. Provides guidance to Management on supplier issues and policies. Briefs Management on subcontractor performance and compliance.

  • Participates in and/or conducts front-end strategic assessment of business pursuits. Provides subcontracting expertise to develop highly complex, creative business solutions in support of product development and new or follow-on business.

  • Provides guidance and training to less experienced employees and other program personnel.

 

Subcontracts Administrator IV

  • Subcontracts Administrator IV works with subcontracts, agreements and tasks of highest complexity and risk.  Serves as official KUAS representative to a subcontractor for routine transactions of high complexity.

  • Reviews subcontractor solicitations to identify Kratos’ needs, proposal instructions and evaluation criteria.  Coordinates with leadership and proposal team.

  • Is part of the proposal team to include supplier proposal preparation, review of statement of work, terms and conditions, representations and certifications, and cost estimates. Recommends solutions or alternatives to minimize risk and participates as a key resource on capture teams.

  • Leads and/or supports subcontract negotiation teams.  Negotiates to obtain an acceptable business agreement that achieves the company’s objective.  Ensures review and approval of negotiated subcontracts with appropriate Management. Provides all required information that supports the company's negotiation position. Prepares documentation to confirm subcontractor negotiation settlement.

  • Along with review of terms and conditions, assures proper contractual flow down clauses from prime or sub-tier Subcontracts are incorporated in supplier and subcontractor flow downs.

  • Supports internal organizations in the development of major subcontracts and purchase orders to ensure compliance with commercial, government and international contract rules and regulations.

  • Responsible for developing solutions to problems, partnering with Program Team and ensuring proper flow down and compliance with all contract terms and conditions to ensure supplier execution is consistent with Program objectives and policies.

  • Responsible for review and execution of supplier business agreements including non-disclosure agreements and teaming agreements.

  • Possesses knowledge of International contracting regulations, including ITAR and export licensing requirements and procedures.

  • Provides briefings to Management and internal customers.

  • Serves as subject matter expert and member of program management teams. Provides guidance to Management on subcontract issues and policies. Briefs Management on contract performance and compliance.

  • Participates in and/or conducts front-end strategic assessment of business pursuits. Provides subcontracting expertise to develop highly complex, creative business solutions in support of product development and new or follow-on business.

  • Provides advice to Management and other functions on complex subcontract requirements and compliance with Government acquisition regulations. 

  • Provides guidance and training to less experienced employees and other program personnel.

     

 

Other Job Functions

  • Other duties may be assigned.

     

 

SUPERVISORY RESPONSIBILITY:  

None

Experience and Skills

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:   

  • Ability to maintain sensitive and confidential information as required by government standards.

  • Working knowledge of Domestic and/or International contracting regulations, including Federal Acquisition Regulation (FAR), Department of Defense Federal Acquisition Regulation Supplement (DFARS), and Uniform Commercial Code (UCC).
  • Working knowledge of export and import licensing requirements and procedures, including International Traffic in Arms Regulations (ITAR) and related Export Administration Regulations (EAR).
  • Ability to interact professionally and effectively with peers and supervisors.

  • Ability to interact appropriately with external customer and business partners when necessary.

  • Ability to adhere to workplace rules.

  • Strong communication skills, both written and verbal.

  • Must be capable of working independently on complex tasks.

  • Ability to maintain an organized filing/recordkeeping system for all records and correspondence.

  • May be required to work extended hours or adjusted work schedules to accommodate meetings based on supplier work hours or to complete tasks in support of time sensitive projects.

  • May be required to travel domestically/internationally in support of proposals efforts, negotiations, subcontractor meetings, and other subcontract administration requirements. 

  • May be required to obtain and maintain a U.S. security clearance at the appropriate level (requires U.S. Citizenship). 

 

EDUCATION AND EXPERIENCE:

 

Subcontracts Administrator I

  • Bachelor's degree in related discipline plus one year of experience, or equivalent combination of education and directly related experience.

 

Subcontracts Administrator II

  • Bachelor's degree in related discipline plus 4 years related experience, or equivalent combination of education and subcontract administration experience.

 

Subcontracts Administrator III

  • Bachelor's degree in related discipline plus 8 years related experience, or equivalent combination of education and contract administration experience. 

     

Subcontracts Administrator IV

  • Bachelor's degree in Business Administration, Supply Chain Management or related field, or comparable experience plus 10 years related experience, or equivalent combination of education and contract administration experience. 

 

WORK ENVIRONMENT / PHYSICAL REQUIREMENTS:

  • Office environment

  • Ability to stand and sit for long periods of time

  • Ability to perform repetitive motion (keyboarding, 10-key, phones)

  • Ability to lift up to 25 pounds

     

TRAVEL REQUIREMENTS: 

  • 0-15%  May be required between supplier or Kratos locations.

 

 

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY INDIVIDUALS ASSIGNED TO THIS CLASSIFICATION. THEY ARE NOT INTENDED TO BE CONSTRUED AS AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, DUTIES AND SKILLS REQUIRED OF PERSONNEL SO CLASSIFIED.

 

A REVIEW OF THIS CLASSIFICATION HAS EXCLUDED THE MARGINAL FUNCTIONS OF THE CLASSIFICATION THAT ARE INCIDENTAL TO THE PERFORMANCE OF FUNDAMENTAL JOB JUTIES. ALL DUTIES AND RESPONSIBILITIES ARE ESSENTIAL JOB FUNCTIONS AND REQUIREMENTS AND ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES TO PERFORM THIS JOB PROFICIENTLY.   THE REQUIREMENTS LISTED IN THIS DOCUMENT ARE THE MINIMUM LEVELS OF KNOWLEDGE, SKILLS OR ABILITIES

 

Job Benefits

#LI-NB

  • Medical
  • Dental
  • Vision
  • Tax Savings Accounts (HSA / FSA)
  • Life Insurance
  • Short Term Disability
  • Long Term Disability
  • Employee Assistance Program
  • 401k
  • Employee Stock Purchase Plan
  • PTO
  • Education Assistance Program
  • Paid Holidays
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