Subcontracts Specialist

Overview

This opportunity is primarily "work from home," but should be based within driving distance of the Okemos, MI or Chicago, IL office for in office attendance when needed.

Job SummaryThe Subcontracts Specialist is responsible for managing the full lifecycle of subcontracts, including solicitation, selection, award, negotiation, execution, and oversight of various contractual documents. This role ensures compliance with company policies, business risk levels, government requirements, project specifications, and legal regulations. Additionally, the Subcontracts Specialist maintains contract data in HMA systems, collaborates with team members for smooth contract lifecycle transitions, and supports process improvements. The focus is primarily on commercial subcontract (independent contractor) management, with experience in government subcontract administration.

Responsibilities

Work Performed and Job Requirements

• Contract Lifecycle Management
  • Oversee the full contracting lifecycle for all HMA subcontractors, including:
    • Pre-contract: Proposal preparation, negotiation, hourly rate/pricing discussions, contract formation, and securing final approval/signatures.
    • Contract Steady State: Manage amendments, change orders, correspondence, contract repository maintenance, and resolve contract-related issues.
    • Post-contract: Handle contract renewals, extensions, and closeouts.
  • Subcontract Data Management
    • Manage routine and complex contract and subcontract clauses, maintaining current knowledge of relevant contractual procedures and practices.
    • Enter and maintain subcontractor information and provisions in HMA's enterprise resource management system (Deltek Vantagepoint), including ongoing compliance tracking.
    • Coordinate with HMA's legal team as needed.
  • Agreement Drafting, Negotiation and Execution
    • Draft, negotiate, and maintain necessary agreements using approved templates, including:
      • Independent contractor agreements.
      • Service orders.
      • Non-disclosure agreements.
      • Teaming agreements.
      • Business associate agreements.
      • Facilitate internal and external signatures through DocuSign
  • Subcontractor Management
    • Assists with the identification, selection, contracting, onboarding, compliance, maintenance, and offboarding of subcontractors in collaboration with HMA project managers.
    • Keep detailed and organized subcontractor files.
    • Ensure data compliance and accurate tracking.
  • Contract Ticketing System Management
    • Maintain and utilize the contracts ticketing system for subcontract related requests.
    • Respond to requests promptly and accurately.
  • Subcontract Compliance and Tracking
    • Identify, record, and manage subcontract provisions for ongoing compliance and tracking.
    • Monitor amendments, authorizations, correspondence, revisions, and contractual deadlines.
    • Identify significant or unique contract requirements and special provisions.
  • Process Improvement
    • Drive process improvement initiatives related to subcontractor management.
    • Work closely with HMA's Enterprise Application team to develop and maintain a subcontractor database.
  • Proposal Support
    • Assist the Proposals team and project managers to ensure a seamless transition from proposal submission to contract execution.
  • All other duties as assigned.

Qualifications

Education/Training

Minimum of a bachelor's degree in business or related discipline is required. Master's degree is preferred.

Experience

Minimum of 3 years of direct experience with subcontracts required, including familiarity with commercial and government contracting principles and regulations. Experience with Deltek Vantagepoint ERP software for professional services firms preferred.

Knowledge, Skills, and Abilities

• Understanding of subcontract terms and conditions, including the legal implications of contract provisions.
• Familiarity with contract law and principles, with the ability to review terms and conditions to identify potential risks.
• Excellent verbal and written communication skills, with the ability to professionally interact with external clients, internal management, and administrative personnel.
• Highly organized, with strong attention to detail and accuracy in all work.
• Ability to work independently and in a team environment.
• Ability to make sound decisions using good judgement, while adhering to internal policies and complying with applicable state and federal laws and regulations.
• Ability to maintain high standards of customer service and satisfaction.
• Proficiency in Microsoft Word and ability to learn and use other software programs as needed.
• Strong interpersonal and collaborative skills.
• Capability to handle multiple tasks simultaneously and adhere to strict deadlines.
• Ability to manage significant recurring responsibilities alongside unpredictable short-term demands.
• Proactive, flexible, and able to quickly transition between projects as needed.
• Ability to handle confidential information with discretion and integrity.

EEO

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Additional Info

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