Subcontracts Administrator

ST JOHNS SHIP BUILDING

Subcontracts Administrator

Department: 100-Administrative

Job Status: Full Time

FLSA Status: Exempt

Reports To: Joseph Rella, President

Grade/Level: Bachelor's Degree

Amount of Travel Required: Some travel

Work Schedule: Monday thru Friday

Positions Supervised: N/A

7:00am - 4:00pm

Position Summary

The Subcontracts Administrator is responsible for the full lifecycle administration of subcontracts supporting government and commercial shipbuilding programs. This role ensures compliance with federal regulations (FAR/DFARS), company policies, and contractual requirements while mitigating risk and supporting operational execution.

The position serves as a liaison between subcontractors, program management, legal, finance, and operations to ensure subcontract performance, documentation accuracy, and timely delivery.

Key Responsibilities

Subcontract Administration

• Draft, negotiate, and administer subcontracts and modifications.
• Ensure subcontract terms align with prime contract requirements.
• Flow down applicable FAR/DFARS clauses and compliance provisions.
• Maintain subcontract files in accordance with audit standards.
• Track deliverables, milestones, and payment schedules.

Government Contract Compliance

• Ensure adherence to FAR, DFARS, and applicable federal regulations.
• Support audits (DCAA, DCMA, internal compliance reviews).
• Monitor subcontractor compliance with cybersecurity (CMMC), ITAR, and security requirements.
• Review certificates of insurance, representations, and certifications.

Risk & Performance Management

• Evaluate subcontractor performance and address performance issues.
• Identify risk exposures and escalate as necessary.
• Support corrective action processes.
• Maintain subcontract performance metrics.

Financial & Cost Control

• Review subcontract pricing and cost proposals.
• Coordinate with finance for invoice review and approval.
• Monitor subcontract budgets against contract ceilings.
• Assist with cost analysis and negotiation support.

Cross-Functional Coordination

• Work closely with Program Managers and Engineering.
• Support proposal development and subcontract strategy.
• Interface with legal on contract language and dispute resolution.

Qualifications

Education

• Bachelor's degree in Business, Supply Chain, Contracts Management, or related field preferred.

Experience

• 3-7+ years of subcontract or government contract administration experience.
• Experience supporting federal contracts (DoD preferred).
• Familiarity with shipbuilding, manufacturing, or heavy industrial environments preferred.

Knowledge & Skills

• Strong working knowledge of FAR/DFARS.
• Understanding of cost-reimbursement, fixed-price, and T&M contracts.
• Experience with contract negotiation.
• Strong analytical and documentation skills.
• Proficient in ERP systems and contract tracking tools.
• High attention to detail and compliance mindset.

Preferred Certifications

• CPCM (Certified Professional Contracts Manager)
• CFCM
• DAWIA Certification (if applicable)

Work Environment

• Primarily onsite within a shipyard and office environment.
• May require coordination with production areas and secure facilities.

Core Competencies

• Regulatory Compliance
• Contract Negotiation
• Risk Management
• Documentation Control
• Cross-Functional Collaboration
• Ethical Standards & Confidentiality

Work Environment

• Primarily works in an office environment with regular use of computers, phones, and standard office equipment.
• Frequent interaction with internal departments including Operations, Finance, Purchasing, Quality, Engineering, and Project Management.
• Regular communication with subcontractors, vendors, and government/commercial customers.
• May require periodic visits to production areas, vessels, warehouses, and shipyard facilities to review scope of work, verify progress, or coordinate subcontractor activity.
• Exposure during site visits to industrial environments including noise, dust, welding activity, heavy equipment, and varying outdoor weather conditions.

Physical Requirements

• Ability to sit for extended periods while performing desk and computer work.
• Ability to stand and walk throughout office and shipyard areas as needed.
• Ability to communicate effectively in person, by phone, and electronically.
• Ability to review documents, contracts, spreadsheets, and reports with attention to detail.
• Ability to access vessels, stairs, docks, warehouses, and operational areas when required.
• Must be able to comply with all safety rules and wear required Personal Protective Equipment (PPE) during site visits.

Physical Demands

Physical Demands

Frequency

Stand

O (Occasionally)

Walk

O (Occasionally)

Sit

F (Frequently)

Handling / Fingering

F (Frequently)

Reach Outward

O (Occasionally)

Reach Above Shoulder

O (Occasionally)

Climb

O (Occasionally)

Crawl

N (Not Applicable)

Squat / Kneel

O (Occasionally)

Bend

O (Occasionally)

Lift / Carry

Weight

Frequency

10 lbs or less

F (Frequently)

11-20 lbs

O (Occasionally)

21-50 lbs

N (Not Applicable)

51-100 lbs

N (Not Applicable)

Over 100 lbs

N (Not Applicable)

Push / Pull

Weight

Frequency

12 lbs or less

O (Occasionally)

13-25 lbs

O (Occasionally)

26-40 lbs

N (Not Applicable)

41-100 lbs

N (Not Applicable)

Frequency Definitions

Code

Definition

N

Not Applicable

O

Occasionally - up to 33% of the workday (0-2.5 hours)

F

Frequently - 33% to 66% of the workday (2.5-5.5 hours)

C

Constantly - more than 66% of the workday (5.5+ hours)

Other Physical Requirements

• Vision abilities including near vision, distance vision, peripheral vision, and depth perception.
• Ability to hear phones, alarms, radios, and verbal communication.
• Manual dexterity for keyboarding, filing, and handling documents.
• Ability to wear required PPE including safety glasses, hard hats, steel-toed footwear, reflective vest, and other protective equipment when entering production areas.

Work Environment Conditions

• Indoor office environment and outdoor industrial/shipyard settings as needed.
• Exposure to air-conditioned office areas, production noise, heat, cold, humidity, and changing weather conditions during site visits.

Disclaimer

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide general guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be an exhaustive list of all duties, responsibilities, skills, or abilities. Additional duties may be assigned by management as business needs require. This job description does not constitute a contract of employment, and the Company reserves the right to revise the job description or assign other tasks as deemed appropriate.

N (Not Applicable)

Activity is not applicable to this occupation.

O (Occasionally)

Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

Other Physical Requirements

Vision (Near, Distance, Peripheral, Depth Perception)

Sense of Sound (hear alarms and radios)

Sense of Touch

Ability to wear Personal Protective Equipment (PPE) (safety glasses, hard hats, steel toed shoes, shields, jackets, sleeves, hoods)

WORK ENVIRONMENT

Indoor and outdoor Environments (Air Conditioned, Excessive Heat, Excessive Cold)

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.

Approval Signature: _____ Date: __

Employee Signature: ____ Date: __

Qualifications

Education

• Bachelor's degree in Business, Supply Chain, Contracts Management, or related field preferred.

Experience

• 3-7+ years of subcontract or government contract administration experience.
• Experience supporting federal contracts (DoD preferred).
• Familiarity with shipbuilding, manufacturing, or heavy industrial environments preferred.

Knowledge & Skills

• Strong working knowledge of FAR/DFARS.
• Understanding of cost-reimbursement, fixed-price, and T&M contracts.
• Experience with contract negotiation.
• Strong analytical and documentation skills.
• Proficient in ERP systems and contract tracking tools.
• High attention to detail and compliance mindset.

____

Preferred Certifications

• CPCM (Certified Professional Contracts Manager)
• CFCM
• DAWIA Certification (if applicable)

____

Work Environment

• Primarily onsite within a shipyard and office environment.
• May require coordination with production areas and secure facilities.

____

Core Competencies

• Regulatory Compliance
• Contract Negotiation
• Risk Management
• Documentation Control
• Cross-Functional Collaboration
• Ethical Standards & Confidentiality