Associate Contract Coordinator

About Melbourne:

Our headquarters is located in Melbourne, Florida, a vibrant city on the Space Coast where high-tech innovation meets coastal living. Here, you’ll work on dynamic, impactful projects while enjoying front-row views of rocket launches from our rooftop and quick access to some of Florida’s most beautiful beaches. Just an hour from world-class attractions like Disney World and Universal Studios, Melbourne offers the perfect balance of career growth, family life, and fun, all in a warm subtropical climate with a relaxed, suburban feel.

Overview

Supports the policy and process by reviewing project subcontracts for compliance with contract management policy. Performs compliance reviews of purchase orders, subcontracts, time and material awards per contract management policy. Manage subcontractors Certificates of Insurance using Jones software application. Support finance management with subcontract lifecycle, advising on regulatory obligations and ensure prime contract compliance from pre-award through closeout. Monitor and reply to subcontractor ITAR and CUI pre-qualification correspondence. Prepare agreement redlines using MS Word Track Changes for contract manager review.

Job Responsibilities

• Contract and Compliance Review
o Review regulatory, client-specific, and agency requirements and advise project teams on compliance needs.
o Support the contract manager in the interpretation of federal regulations such as FAR, DFARS, ITAR, and CUI, and advise on their contractual implications.
o Identify and summarize Project insurance provisions and bonding requirements.

o Maintain accurate and organized records of all subcontracting negotiated terms and conditions and contracting agreements in a centrally accessible folder.
o Verify required subcontract documents are completed and filed. Coordinate with project team to ensure complete contract award packages.

• Subcontract Support
o Participate in preparation of subcontract redline review by analyzing subcontractor comments and providing negotiation support to internal and external subcontractor or supplier.
o Support Contract Manager and Project Manager with negotiation redline discussions, version changes, and resolution status.
o Monitor and determine subcontractor COIs are compliant for multiple Projects.

• Contract Bid Documentation Coordination
o Review subcontractor NDAs for approval. Review subcontractor’s ITAR and CUI certifications per project requirement.
o Assist project management by compiling prime contract requirements, terms and conditions, flow down clauses, FAR and DFAR requirements, and compliance forms as applicable for bid packages.
o Establish and maintain a subcontract attachments folder within each project specifically for all uploaded, designated, prime contract Flow Down documentation.

• Internal Communication and Technical Support
o Serve as a subject matter resource to contract manager, project managers, project administrators, and finance on contract interpretation and compliance obligations.
o Maintain accurate, organized records of subcontractor correspondence, redlines, compliance issues, and advisory notes for internal reference and audit support.

Qualifications

• Associate’s degree in business administration, writing and rhetoric, accounting. Four (4) years of applicable experience may be substituted for the degree requirement.
• Excellent negotiation, communication, and interpersonal skills.
• Excellent research and writing skills.
• Must be proficient with Microsoft office Suite.
• Ability to review Certificates of Insurance and terms of coverage.
• Experience with Newforma, Procore, Compass, Jones software

Physical Requirements

• The work is semi-sedentary work and requires the ability to lift up to 20 pounds.
• Manual dexterity, hearing, mental acuity, typing, reaching, repetitive motion, speaking, talking, and walking.
• Ability to stand and sit for periods longer than 30 minutes but not to exceed two hours consecutively.
• Ability to control behavior when encountering stressful situations or short deadlines and to maintain a high level of concentration.
• Ability to print and draw letters, numbers, words, characters, and symbols that are legible and understood by others.
• Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.