Subcontracts Specialist Full Time

The Subcontracts Specialist for commercial programs will be responsible for supporting the administration of various types of subcontracts and purchase orders through close-out, ensuring compliance with organizational policies, commercial regulations, and program requirements. This role is responsible for managing purchase requisitions and changing orders and validating subcontractor invoices.

Principal Accountabilities:

• Actively follow up with vendors and subcontractors to prevent delays, ensure receipts are completed, confirm timely invoice submission, and resolve discrepancies between purchase orders, receipt documents, and invoices.
• Receive and process vendor / subcontractor invoices via OnPoint, OnBase, or email and support the invoice approval process to ensure supplier invoices comply with PO terms and conditions, completeness, verify accuracy of time and material rates, and support documentation requirements.
• Validate that purchase orders are consistent with approved scope of work, funding, and contractual requirements.
• Coordinate with finance and accounts payable to resolve invoice discrepancies and administer payments.
• Support timely invoice approvals to ensure compliance with established payment cycles and prevent delays in vendor payments.
• Maintain accurate subcontract files and records.
• Track subcontractor PO spend and monitor financial performance to ensure budget compliance and accurate funding utilization.
• Coordinate with program teams and vendors to resolve service or material related issues and changes.
• Prepare, analyze, and coordinate reports using Maximo, OnPoint, and Power BI in compliance with established formats and deadlines.
• Strong interpersonal skills and negotiation ability.
• Ensure compliance with internal policies, procurement procedures, and applicable regulations.
• Support the preparation of subcontract-related documentation for internal and external audits, including tick-and-tie validation of invoices, funding, purchase orders, and supporting records to ensure completeness and accuracy.
• Perform any other relevant duties and special projects as assigned by supervisor.

Knowledge & Skills:

• Working knowledge of supply chain, procurement, and facilities services subcontract administration, including maintenance, repair, and service-based contracting processes.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Visio, SharePoint and Projects) is required.
• Costpoint, Maximo, OnBase, OnPoint or ERP system experience is highly desired.
• Language Skills: Strong, professional, oral and written English communication skills.
• Strong analytical, organization, interpersonal, and customer service skills.
• Excellent attention to detail with high aptitude for detailed problem-solving, negotiation and organizational techniques.
• Ability to work independently, plan, manage multiple priorities and meet deadlines in a fast-paced and complex environment.

Experience & Education:

• Bachelor’s degree in business administration/ commerce/ supply chain management/ accounting/ any bachelor’s degree preferred.
• Minimum of two (2) or more years of relevant experience in subcontract administration/ procurement, contracting/ accounts payable support/ equivalent combination of education and experience.
• Strong knowledge of various subcontract types.
• Assist in subcontract modifications and change order negotiations & communicate effectively with internal and external stakeholders.
• Candidates with a strong background in accounts payable, subcontract invoice validation and financial reconciliation processes are an added advantage.
• Working knowledge of commercial contracting principles; familiarity with FAR/DFARS is a plus.
• Exposure to U.S. Government contracting environments is beneficial but not required.

Physical Requirements/Working Environment:

• Typically requires regular office hours but will require overlap with U.S. time zones to attend calls and coordinate with program teams and vendors.

Travel :

• No travel required.