Contracts Administrator

Contracts Administrator

Acquisition Professionals LLC is seeking a Contracts Administrator to facilitate contract portfolio for our GSA, STARS III, OASIS, and agency contracts and subcontract management functions and coordinate with government clients on contract and projects. This position reports directly to Chief Operating Officer. As a high-performing Contracts Administrator you play a pivotal role in driving compliance, efficiency, and strategic value.

Here are the most impactful outcomes that signal success in this role :

1. Contract Compliance & Risk Mitigation

Ensures all contracts and subcontracts adhere to FAR, DFARS, agency supplements, and internal policies.

Identifies and resolves potential risks earlysuch as ambiguous clauses, funding gaps, or performance issues.

Maintains audit-ready documentation and supports internal / external reviews with zero findings.

2. Cycle Time Reduction & Operational Efficiency

Streamlines contract and subcontract creation, review, and approval processesreducing turnaround time for modifications, renewals, and closeouts.

Implements standardized templates and automated workflows to minimize manual errors and delays.

3. Performance Tracking & Strategic Reporting

Develops and maintains dashboards that track contract milestones, deliverables, and KPIs.

Provides actionable insights to leadership on contract health, subcontractor performance, and compliance trends.

4. Stakeholder Satisfaction & Collaboration

Serves as a trusted liaison between HR, finance, PMO, and external partners.

Facilitates smooth onboarding of subcontractors and ensures clear communication of contract terms and expectations.

5. Successful Closeouts & Renewals

Completes contract closeouts on time with all required documentation (e.g., release of claims, final invoices, CPARS).

Supports renewal strategies by compiling performance data, identifying value drivers, and flagging improvement areas.

6. Continuous Improvement & Innovation

Proactively identifies process gaps and proposes enhancementssuch as clause libraries or AI-enabled tools.

Contributes to policy updates and training programs that elevate contract management maturity across the organization.

Development and maintenance of Standard Operating Procedures and contract process and policy related documentation

NOTE : This position is HYBRID, with approximately 3 days per week in the office in Springfield, VA.

Responsibilities :

Responsible for the overall performance of contracts such as formulating work standards; assigning contractor schedules and resources; reviewing performance, cost, risk, and budget information : and communicating policies, purposes, and goals.

Create and maintain comprehensive, professional project documentation, spreadsheets, diagrams, databases, and processes.

Develop, negotiate, and evaluate corporate contract and subcontract agreements terms and conditions, NDAs, teaming agreements, consultant agreements and Conflicts of Interests.

Prepare monthly reports; makes presentations and briefing materials and financial reports for senior executive management.

Support negotiations of claims, requests for equitable adjustments, contractual modifications and conflict resolution.

Work with leadership to establish company's goals and ensure each contract meets objectives and conforms to legislative requirements relating to Service Contract Act.

Drafts contract letters and other communications and notices.

Serve as Electronic Point of Contact for Government CO's, and ensure all corporate certifications are up-to-date and in compliance.

Report sales / subcontract reporting, Industrial Funding Fee (IFF) payments and other reporting, as necessary.

Assist Accounting in reviewing invoices for accuracy before monthly submission; ensures each contract / task order meets administrative requirements including monthly reporting, deliverables, invoicing, and notification of key personnel changes.

Utilize SharePoint / Teams to record and store contract related documents; prepares, organizes, and maintains electronic contract records and files and documents contract performance and compliance.

Collaborate with internal and external business teams / partners relative to solicitations and contracts and responds to applicable contractual information supporting business development activities.

Draft, review, and attend contract / project kickoffs briefings.

Education / Certifications :

Bachelor's Degree

FAC-C III / DAWIA III Certified or equivalent (i.e., NCMA) desired

Knowledge, Skills, And Abilities :

Excellent working knowledge of federal regulations, executive orders and other regulations.

Must have excellent oral and written communication and active listening skills.

Must have excellent skills in time management, setting priorities, and providing guidance to other professionals.

Thorough knowledge of all appropriate ethical standards regarding contracting actions.

Must have advanced working knowledge of a variety of computer software applications in word processing, spreadsheets, database, presentation software (MSWord, Excel, SharePoint, Tean and PowerPoint), Adobe, and Outlook.

Working knowledge of Unanet or comparable accounting system

Must possess strong facilitation and cross-functional team skills, price and cost analysis, and project management experience.

Demonstrated ability / experience in successfully developing, implementing, and managing complex, high-profile, multi-faceted projects.

Demonstrated ability to organize and perform multiple tasks at the same time.

Excellent analytical, problem-solving, and decision-making capabilities.

5+ Years of Experience

Excellent attention to detail

Ability to read, analyze and interpret legal documents, financial reports, and technical documents.

Must be US Citizen

Corporate Summary : Acquisition Professionals (AP) LLC is an Economically Disadvantaged, Woman-Owned, 8 (a) small business. We are located at Metro Park in Alexandria, Virginia. We offer a competitive salary and compensation benefits package, including medical, dental, vision, disability, matching 401k, tax free transit subsidy, paid federal government holidays and paid time off.

AP is an Equal Opportunity and Affirmative Action Employer and are committed to creating an all-inclusive environment for all employees. We do not tolerate discrimination or harassment of any kind.