Gov't Contract/Operations Administrator

Chicago, IL
Remote

Instant Apply

30+ days ago

Job Description

The Mom Project is partnering with an organization that supports agencies serving families by providing expert reports, dashboards, and data solutions that enable informed decision-making, streamlined service delivery, and funding compliance. Their secure, innovative platform makes data more accessible and actionable, helping agencies achieve better outcomes for the families they serve. They are currently looking for a Government Contract/Operations Administrator to join their organization and support their growing operations.

Government contracts and registrations

Track and execute renewals for state and federal contracts, purchase orders, and task orders — including lead time, required attachments, and internal approvals
Maintain federal and state identifiers and registrations: EIN, SAM.gov registration and UEI, CAGE code, state Secretary of State filings, foreign qualification in states where we do business, state vendor/supplier portal registrations, and business licenses
Assemble and submit renewal packets, contract amendments, W-9s, sole-source justifications, and required certifications and representations
Maintain a single authoritative calendar of every expiration date the company has, with escalation well before the deadline

Insurance

Manage renewals and coverage reviews for general liability, professional liability / E&O, cyber liability, workers' compensation, and any coverage a customer contract requires
Produce certificates of insurance on request, including additional insured and waiver-of-subrogation endorsements that match contract language
Read customer contracts for insurance requirements and flag gaps before we sign, not after

Vendors and subscriptions

Own the vendor lifecycle: onboarding, W-9s, contracts, renewals, price increases, and cancellations
Track software and service renewals, catch auto-renewals and unused seats, and flag anything that has quietly grown
Maintain vendor records needed for security and compliance reviews

Bookkeeping

Day-to-day bookkeeping in [ACCOUNTING SYSTEM — e.g. QuickBooks Online / Xero]:
AP, AR, expense coding, receipt capture, and monthly reconciliations
Government invoicing: prepare and submit invoices through agency portals in the format each agency requires, and follow up on aging receivables
Support the outside accountant at close and at tax time; keep records clean enough that a request for backup takes minutes rather than days
Assist with payroll and contractor payment administration [IF APPLICABLE]

Compliance support

Maintain the evidence and documentation side of our security and privacy compliance work (e.g. GovRAMP/StateRAMP, SOC 2, HIPAA/FERPA-adjacent obligations, state data-sharing agreements) — collecting artifacts, tracking policy review dates, and keeping the audit trail intact
Complete customer security questionnaires and vendor onboarding packets with input from the technical team
Keep contract, insurance, and compliance documents organized and retrievable

Required Skills:

5+ years in operations, contract administration, compliance, or bookkeeping where you personally owned renewals and filings — not a role where you supported someone else who owned them
Direct, hands-on experience with government contracting administration.
You have registered or renewed an entity in SAM.gov, dealt with a UEI or CAGE code, and submitted invoices or renewal packets through at least one state or federal agency portal
Practical command of commercial insurance: you can read a contract's insurance clause, tell us whether our current policies satisfy it, and get the right endorsement issued
Bookkeeping competence: reconciliations, AP/AR, and clean records in a real accounting system
Demonstrated ownership of a deadline calendar where a miss had real consequences — and a track record of not missing
Precise written communication. You will be corresponding with agency contract officers, insurance brokers, and our accountant, often in writing, often representing FRC
Comfort with sensitive data and the discretion the work requires ability to work independently in a small company with little supervision, and the judgment to know which decisions are yours and which need to be escalated

Strong pluses:

Experience with MIECHV, HRSA, Title V, Medicaid, or state health and human services agencies
Experience supporting a GovRAMP/StateRAMP, FedRAMP, or SOC 2 effort from the documentation and evidence side
RFP/RFQ response coordination
Experience at a company small enough that you built the systems, not just operated them

What They're Looking For

Someone who can hit the ground running without needing a detailed playbook or step-by-step guidance.
Demonstrated government contracting experience is important; this role is not intended for someone whose background is exclusively commercial B2B and who would be navigating government contracting for the first time.

Numbers & Facts

Location

Chicago, IL (

Remote)

Skills

Accountingunmatched
Accounting Closeunmatched
Accounting Softwareunmatched
Accounts Payableunmatched
Accounts Receivableunmatched
Administrative Skillsunmatched
Billingunmatched
Bookkeepingunmatched
Contract Managementunmatched
Contract Requirementsunmatched
Department of Health and Human Servicesunmatched
Documentationunmatched
Family Educational Rights and Privacy Act (FERPA)unmatched
Federal Contractsunmatched
Federal Governmentunmatched
Fundingunmatched
Government Administrative Supportunmatched
Government Billingunmatched
Government Contractsunmatched
HIPAA (Health Insurance Portability and Accountability Act)unmatched
Housekeeping/Cleaningunmatched
Insuranceunmatched
Insurance Documentationunmatched
Intuit Quickbooksunmatched
Medicaidunmatched
Meeting Minutesunmatched
Onboardingunmatched
Operational Supportunmatched
Organizational Skillsunmatched
Privacy Controlsunmatched
Purchase Ordersunmatched
Reconciliationunmatched
Record Keepingunmatched
Reporting Dashboardsunmatched
Reporting Skillsunmatched
Request for Proposals (RFP)unmatched
Service Deliveryunmatched
Small Companyunmatched
Time Managementunmatched
Worker's Compensationunmatched

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