Associate Contract Manager

Department: Finance

Reports to: Sr. Contract Manager

Supervisory Responsibilities: No

FLSA Status: Exempt

Location: Austin, TX  / Onsite 3 days/week

Travel: 0-10%

The Associate Contract Manager will provide administrative support to help ensure GSD&M is compliant with Government Contracts, citing primary focus on the CPFF contract with the United States Air Force Recruiting Services for Marketing & Advertising services.

• This role is intended to support a senior level Contract Manager (Sr. CM) on day-to-day contracting activities and reviews.
• Role will require a broad range of interaction with both internal and external stakeholders, and will encompass the provision of guidance, assistance, technical (contractual & regulatory) feedback, and review for contracting bids between GSD&M and subcontractors on behalf of the U.S. Air Force recruiting services.
• Role requires both granular and big picture thinking – ideal candidate will be involved in day-to-day reviews of funding requests, contracts, scopes of work, and purchase orders for a broad spectrum on workstreams, but should understand how each fit into the larger business.
• Candidate will review prospective subcontractor’s terms and relay risks, cost considerations, and deadlines to Sr. CM.

Position-Specific Responsibilities/Duties:  

Prime Contract Administration:

• Backup to Sr. CM when either on leave or in conflicting meetings, general responses to already proposed decisions, and coordination of basic team needs
• In general daily administrative role will encompass
  • Handle all simplified action PO’s to ensure vendor selection is in accordance with policy
  • RFI, RFQ, RFP actions as designated by the Sr. CM due to workloads.
  • Has proper forms on file (SAM/RepCert and Small Business Diversity)
  • Vendor Registration updates in GSD&M systems (EAS and Sciquest)
  • PO complies with prime contract & internal policy needs (AIR#, SB# and Job# annotated)
  • Attachments, quotes, etc. are on file for audit proposes
• USAF Account Team - Google Drive Administration
• Assist in logging POV requests, tracking progress, monitoring completion with Account Leadership team (update Google Sheet with new requests – as needed)
• Assist in logging AIR approvals, inquire for overdue request, add reminder to calendar for expiration, and upon receipt (PDF email, file in appropriate google folder based on FY and Task Order, update google sheet, daily)
• Administer, and update as needed various spreadsheets and data files for use in day to day administration by the internal team 

• Sr. CM coverage as directed: e.g., sit in on status meetings in order to provide GSD&M Contract Management Coverage

• Assist Sr. CM with complex requirements 
• Review of SOW’s for subcontract work (quotes, emails, etc.)
• Subcontract RFP process via the electronic system (Backup for processing and assisting when Sr. CM is out)
• Subcontract evaluation data presented by team for vendor selection (Backup for processing and assisting when Sr. CM is out)

• Assist Sr. CM with Client solicitations
• Prepare response for proposals, bids, and contract modifications
• Analyze solicitation and contract requirements, special provisions, terms and conditions to ensure compliance with appropriate federal laws, procurement regulations, corporate policies and operating guidelines
• Identify risk areas to management. Make recommendations to mitigate risks.
• Subcontractor Monitoring assistance
• Analyze and monitor subcontractor performance
• Perform site surveys as required
• Ensure all contract documentation is complete, organized and accessible 
• DCAA or other audit assistance
• DCAA Incurred Cost Estimate (ICE) audit needs - support supplying information to  government auditor
• Track audit responses
• Invoice audits
• Review billing
• “Close out” of prior year Task Orders: reconcile government records with GSD&M billing records
• Historical cost data formations
• Market Research

Vendor Contract Administration:

• Assist in daily management of:
• Vendor portal registrations
• Coordination of email, forms, and data needed for finance to add a vendor into the system
• Monitoring forms for renewal and validation of vendor information
• Assist in managing the compliance with the Small Business Diversity goals 
• Provide vendor subcontract review,  assist in negotiation and subcontract instruments
• Subcontract vendor registrations into vendor data system
• Confirmation that all applicable small business, representation & certification, and other related forms specific to the Government contracts