Buyer-Subcontract Administrator

Buyer/Subcontract Administrator

The Buyer/Subcontract Administrator is responsible for sourcing and procuring materials, equipment, and services while supporting the full subcontract lifecycle from solicitation and award through administration, compliance, and closeout. This role pairs a commercial, best-value procurement mindset with a working knowledge of the Federal Acquisition Regulation (FAR) and applicable agency supplements (e.g., DFARS), ensuring that prime-contract terms and required clauses flow down accurately to suppliers and subcontractors while supporting timely delivery, competitive pricing, supplier performance, and audit-ready compliance across business operations and project execution.

• Process purchase requisitions and issue purchase orders (POs) in accordance with company policies and applicable contract requirements, including FAR / DFARS clauses.
• Source qualified suppliers; obtain, evaluate, and document quotes for price, lead time, quality, and best value.
• Negotiate commercial terms (pricing, delivery, payment terms, warranties, freight, etc.) within delegated authority.
• Coordinate with internal stakeholders (Project Managers, Engineering, Operations, QA, Accounting) to confirm specifications, schedules, and requirements.
• Monitor open orders and expedite deliveries to support project schedules; resolve backorders and shipping issues.
• Maintain accurate purchasing files and records, including quote documentation and PO terms/conditions.
• Support inventory/material planning activities as needed (critical spares, min/max, long-lead items, etc.).
• Identify cost savings and supplier improvement opportunities (alternate sources, consolidations, lead-time reductions).
• Screen prospective suppliers and subcontractors for SAM.gov exclusions / debarment, OFAC and BIS restricted-party lists, TAA / Buy American compliance where required, and counterfeit-parts risk.
• Apply appropriate cost or price analysis techniques to support best-value determinations, document competition results, and prepare sole-source justifications where required.

• Support development of solicitations (RFQ/RFP), including scope language, vendor instructions, and evaluation criteria.
• Assist with subcontract selection documentation (bid tabulations, price analyses, decision rationale).
• Draft, issue, and administer subcontracts and subcontract modifications/changes (change orders), ensuring alignment with prime contract requirements and company flowdowns.
• Track and administer subcontract deliverables, milestones, invoices, and performance metrics.
• Manage subcontractor communications, including clarifications, meeting coordination, and issue resolution.
• Support subcontract closeout (final deliverables, lien releases where applicable, final invoice resolution, and file completion).
• Ensure purchase orders and subcontracts include required terms, conditions, and applicable flowdowns
• Assist with compliance documentation tracking as required (insurance certificates, NDAs, safety documentation, quality requirements, export controls (ITAR / EAR) and Controlled Unclassified Information (CUI) handling per NIST SP 800-171 where applicable).
• Maintain organized procurement/subcontract files that support audits, customer reviews, and internal controls.
• Use the company's purchasing/ERP/accounting systems to create and manage POs/subcontracts, receipts, and supporting documentation.
• Generate routine procurement and subcontract status reports (open PO report, expediting report, subcontract milestone tracking).
• Participate in project kickoff and planning meetings to align procurement actions with project schedules.
• Support continuous improvement initiatives related to procurement efficiency, standard templates, and process controls.

• High school diploma or equivalent required;
  Associate or Bachelor's degree preferred (Business, Supply Chain, Finance, or related field).
• 3+ years of demonstrated experience procuring both services and materials/equipment in a project-based environment, including buying, subcontract administration, or supply chain roles.
• Working knowledge of commercial purchasing best practices and supplier sourcing, combined with a working knowledge of the Federal Acquisition Regulation (FAR) including how prime-contract terms and clauses flow down to suppliers and subcontractors.
• Strong negotiation, communication, and vendor management skills.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and detailed documentation.
• Proficient with Microsoft Office (Excel, Word, Outlook); comfort working in ERP/purchasing systems.

• Experience with subcontract modifications, change control, and closeout processes.
• Certification(s) such as CPSM, CPIM, NCMA CFCM / CPCM, or similar (or willingness to obtain).
• Experience supporting government / federal contracting environments, including…