Contracts Coordinator

IHMS USA, Inc. provides medical services to some of the world’s most vulnerable populations, including individuals and families who are migrating, displaced, or affected by conflict, disaster, or disease. For more than 20 years, IHMS has delivered compassionate, high-quality healthcare services across the Pacific, Europe, the Middle East, Africa, and the Americas. Headquartered in Houston, Texas, IHMS USA focuses on supporting communities across the Western Hemisphere while drawing on the global experience and best practices developed by IHMS teams around the world.

Our work is driven by a commitment to delivering safe, effective, and patient-centered care in complex environments. To support this mission, IHMS has developed accredited and compliant management systems that help ensure quality care while tracking and coordinating every aspect of patient health services. These systems promote transparency, strengthen safeguarding practices, and provide near real-time visibility into clinical operations.

We understand that many of the individuals we serve are navigating difficult and uncertain circumstances. That’s why our care model includes access to comprehensive behavioral health services when needed, ensuring patients receive both medical and emotional support.

This position is contingent on contract award.

The Contracts Coordinator supports site-level contract administration to help maintain uninterrupted operations. The role coordinates staffing documentation, work schedules, entry-on-duty processing, security vetting coordination, training documentation, contract reporting, personnel file maintenance, and communication with government-designated representatives and internal facility leadership. The position also supports inspections, audits, corrective actions, and records and information controls required under the contract.

Key Responsibilities:

• Serve as a site-level coordinator for contract administration, staffing documentation, and required deliverables to support uninterrupted operations.
• Coordinate with the Contracting Officer's Representative, local field office, project management, and facility leadership on staffing matters, schedules, risks, issues, and contract performance discussions.
• Support transition-in and transition-out activities, including transfer of documentation, current activities, staffing details, communication planning, and training coordination.
• Maintain or coordinate staffing plans, organizational charts, key personnel status, and required updates when positions or program management information changes.
• Coordinate entry-on-duty readiness activities, including tracking favorable preliminary fitness determinations before start, security package status, position data, and onboarding information for assigned personnel.
• Track and report personnel terminations, resignations, adverse or disqualifying information, misconduct, and other required employee status changes within contract timelines.
• Coordinate work schedules, daily rosters, manpower reports, and shift documentation required by the contract.
• Support preparation, collection, and submission of required contract reports, plans, forecasts, and records, including monthly status information, key personnel status, training records, and other items requested by the Contracting Officer's Representative.
• Maintain personnel files and supporting records for training, experience, disciplinary actions, credentials, and other contract-required documentation.
• Coordinate required training documentation, including training plans, forecasts, lesson plans, instructor information, certification records, refresher training, and proficiency tracking for assigned personnel.
• Verify that required licenses, registrations, certifications, credentials, and identification items are current for positions that require them before entry on duty.
• Support the contract compliance program by tracking audits, inspections, corrective actions, deficiencies, and timely implementation plans.
• Maintain confidentiality of contract, personnel, patient, and government information; restrict access to authorized personnel only; and elevate security…