Subcontracts Administrator

Overview Planned Systems International (PSI) is an Enterprise IT services company who focuses on designing, building, securing, and operating cutting-edge software solutions that drive mission success and operational excellence for Federal Government organizations. We are currently seeking an organized, detail-oriented Subcontracts Administrator to support the preparation, administration, and closeout of agreements with subcontractors and other business partners supporting PSI’s federal government contracts and corporate operations. The Subcontracts Administrator will manage subcontract documentation throughout its lifecycle, including Non-Disclosure Agreements (NDAs), Teaming Agreements (TAs), subcontract agreements, subcontract task orders, purchase orders, modifications, and closeout documentation. The position will work closely with Contracts, Program Management, Business Development, Finance, Accounting, Accounts Payable, and other internal stakeholders, as well as subcontractor representatives. This position plays an important role in maintaining alignment between contractual documents and PSI’s accounting controls. The Subcontracts Administrator will maintain subcontract records in TechnoMile and create and manage associated purchase order information in Deltek, ensuring that funding, period of performance, contractual terms, and other key data remain complete, accurate, and consistent across both systems. The successful candidate will understand federal government subcontracting practices, exercise sound judgment when handling contractual and financial information, and manage multiple transactions without sacrificing accuracy or responsiveness. Location: DC, MD, VA preferred but remote work can be considered.   Essential Functions and Job Responsibilities Prepare, review, route, issue, and maintain subcontract-related documents, including: Non-Disclosure Agreements Teaming Agreements Subcontract agreements Subcontract task orders Purchase orders Contract and purchase order modifications Consent and approval documentation Subcontract closeout documents Coordinate document development and review with Contracts, Program Management, Business Development, Finance, Accounting, Accounts Payable, and other internal stakeholders. Communicate directly with subcontractors to obtain required information, resolve administrative questions, coordinate signatures, and support timely execution of agreements. Maintain complete and accurate subcontract files in TechnoMile, including executed agreements, modifications, correspondence, approvals, supporting documentation, and closeout records. Create, update, and maintain subcontract purchase orders in Deltek in accordance with approved contractual documents and PSI accounting procedures. Accurately enter and maintain purchase order information, including subcontractor data, project and accounting identifiers, contract type, funding, ceilings, rates, period of performance, task order information, and applicable terms. Reconcile information maintained in TechnoMile and Deltek to ensure contractual documents and accounting records remain aligned. Verify that purchase orders and modifications reflect the terms, funding, and authorization contained in the applicable subcontract or task order before release. Track subcontract funding, ceilings, periods of performance, option periods, deliverables, modifications, and other key administrative milestones. Monitor pending documents, approvals, signatures, and subcontractor responses and follow up with responsible parties to prevent processing delays. Support subcontractor onboarding by collecting and maintaining required business, tax, insurance, representations and certifications, and compliance documentation. Assist with the identification and incorporation of applicable prime contract terms, conditions, and flow-down requirements under the direction of Contracts or Subcontracts leadership. Support the administration of subcontracts issued under federal contracts, task orders, indefinite-delivery vehicles, and other contracting arrangements. Review subcontractor invoices and purchase order balances, as requested, to help confirm alignment with authorized funding, contractual terms, and periods of performance. Coordinate with Program Management, Finance, and Accounts Payable to research and resolve discrepancies involving purchase orders, invoices, funding, or subcontract documentation. Process subcontract and purchase order modifications resulting from funding changes, revised periods of performance, updated labor rates, scope changes, or other authorized actions. Support subcontract closeout activities, including confirmation of final invoicing, disposition of remaining funds, completion of required certifications, and closure of records in TechnoMile and Deltek. Maintain organized, accurate, and audit-ready subcontract files that demonstrate compliance with PSI policies, contractual requirements, and internal controls. Protect confidential, procurement-sensitive, proprietary, and financial information. Prepare subcontract status reports, document trackers, funding summaries, and other reports requested by Contracts, Finance, Program Management, or company leadership. Assist with internal reviews, customer inquiries, financial audits, incurred-cost activities, and Contractor Purchasing System Review preparation by locating and organizing subcontract records. Identify recurring administrative issues and recommend improvements to subcontract templates, workflows, system controls, and operating procedures. Perform other related duties as assigned. Minimum Requirements Bachelor’s degree in Business Administration, Contract Management, Supply Chain Management, Finance, Accounting, or a related discipline. Additional directly related experience may be considered in place of the degree requirement. Three or more (3+) years of experi