Office & Administrative

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Subcontracts Closeout Administrator

Hudson, NH 03051

Employment Type: Full Time Industry: Office & Administrative Pay Rate: $26.09 Specialty: Admin & Office Branch: Bangor, ME Pay Type: Hour

Job Description

As a Subcontracts Support Specialist, you will work closely with the Purchasing Supervisor/Manager to facilitate the closeout process for subcontracts. Your responsibilities will include completing documentation, conducting analyses in the Oracle system, communicating with suppliers, coordinating with internal departments, and providing direct support for program/business area specific subcontract matters. You will ensure compliance with procurement procedures, handle confidential information with discretion, and support proposal/program activities as needed.

  1. Complete subcontract closeout documentation in accordance with ES Procurement Procedures using pre-established checklist.
  2. Conduct analysis in Oracle system to confirm all actions are complete.
  3. Communicate with suppliers via phone or email to confirm receipt of final invoice and request specific forms to be completed.
  4. Complete a high-level desk audit to ensure total payments made to supplier reconcile to invoices.
  5. Communicate with internal personnel in Security, Asset Management, Legal, and Small Business Office via email to coordinate needed information for the Subcontract Closeout documentation.
  6. Compile various routine subcontract correspondence/documents (e.g., Proprietary Information Agreement, Small Business Plans).
  7. Prepare Program/Business Area specific reports (e.g., Bi-Weekly Major/Critical Subcontract Status Reports) for management review prior to distribution, ensuring accuracy and attention to detail.
  8. Verify in-process/completed documents are compliant with Company policies and procedures.
  9. Handle confidential data and information using tact and discretion as necessary.
  10. Support proposal/program activity as required.
  11. Assist Subcontract Administrators to prepare Program/Business Area related Subcontract Status/Informational presentations as required.
  12. Coordinate Subcontract departmental training and travel requirements.
  13. Assist Subcontracts personnel in the usage of Procurement computer systems and online tools.

Job Requirements

  1. High school diploma required; Associates degree preferred.
  2. Experience with Microsoft software (Word, Excel, Outlook).
  3. Familiarity with scanning documentation and conducting online research.
  4. Strong communication skills both verbal and electronic.
  5. Solid organization skills and basic accounting understanding.
  6. Ability to work onsite in Southern New Hampshire and independently.
  7. Professional decorum with the ability to represent BAE Systems professionally when communicating with suppliers.
  8. Previous experience in subcontracts support or related field preferred.
  9. BG/DT Required
  10. Must be a US Citizen

Additional Information

At HW Staffing Solutions we recognize the value of our employee associates as equally as our clients. We are passionate about people and improving the lives of every associate, we do this by connecting you with great companies and great opportunities. We celebrate our awesome diversity, believe that everyone has a unique talent, and appreciate the passion and perspectives that each of us bring to the table. Discover a new way to work together with a company that is focused on offering the best opportunities, benefits and career advancement in Accounting & Finance, Office & Administrative, Light Industrial, Professional & Technical, Call Center, Food Processing and Hospitality. HW Staffing Solutions is an Equal Employment Opportunity company.

Meet Your Recruiter

Velma Blevins
Staffing Specialist

Hi,

My name is Velma and I love to connect Awesome people with Great Companies. Please contact me at 207.239.3752

vblevins@hwstaffing.com 

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