Subcontracts/Procurement Specialist

Subcontracts / Procurement Specialist

Subcontract Management

NASA Glenn Research Center

Cleveland, Ohio

HX5 is an award-winning provider of engineering, research and development, and technical services to clients such as NASA and the Department of Defense.

Founded in 2004, HX5 is a fast-growing veteran- and woman-owned company with locations nationwide.

Summary

This position is responsible for the administration of subcontracts and procurement. Performs a variety of complex tasks and advises internal departments regarding contractual requirements.

Position prepares a variety of subcontract / procurement documentation, tracking, and performs subcontract closeouts.

Subcontract Responsibilities

• This position includes the following. Other duties may be assigned.
• Works with Contracts Director to ensure subcontract compliance, reviews terms and conditions, and ensures compliance throughout the subcontract lifecycle.
• Administers subcontract activities for the purchases of equipment, materials, products, or services.
• Negotiates contract with subcontractor.
• Reviews and maintains records for subcontractor performance requirements, delivery schedules, and estimates of costs of material, equipment, and production to ensure completeness and accuracy.
• Prepares and reviews proposals from subcontractors for conformity to contract requirements and determines acceptable bids.
• Develops and edits subcontracts.
• Reviews subcontracts for conformity to Prime contracts
• Requests amendments to or extensions of subcontracts directed by Contracts Director.
• Maintains subcontractor databases.
• Reviews all correspondence concerning subcontractors and responds as necessary.
• Responds as necessary to subcontractors to ensure the smooth working of the subcontract process.

Procurement Responsibilities

• Procures quality goods or services at an acceptable price that meets an organization's needs, and assures those needs are met in a timely manner.
• Develops positive relationships with vendors and suppliers, reviews costs, negotiates to get the lowest possible prices, resolves price disputes, and recommends where and how much material and supplies to buy.
• Monitors and administrates activities involved in the procurement of goods and services.
• Works with vendors to ensure that products are delivered according to schedule and that purchasing terms and conditions are clear and agreed upon.
• Stores and retrieves purchase orders, proof of purchase, proof of delivery, pricing quotes, receipts, and other necessary documents.
• Coordinates the process of purchasing a good or service efficiently.
• Scans, copies, and prints purchase orders, invoices, and other related documents.
• Communicates with vendors to obtain quotes for services or goods.
• Maintains knowledge of relevant software used to order and track goods and services.
• Researches and identifies new vendors or contractors based on the needs of the organization, team, program, or initiatives.
• Collaborates with and supports other business functions such as scheduling, contracts, financial analysis, financial reporting, and accounting.
• May perform other administrative tasks as assigned.

Supervisory Responsibilities

This position has no supervision responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies :

Planning / Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives;

develops realistic action plans.

• Initiative - Asks for and offers help when needed.
• Judgement - Exhibits sound and accurate judgment.
• Quality - Demonstrates accuracy and thoroughness; monitors own work to ensure quality.
• Communications - Selects and uses appropriate communication methods.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

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

Education and / or Experience

Bachelor's degree from accredited university preferred and a minimum of three (3) to six(6) years government contracting, or industry experience.

Language Skills

Ability to read, analyze, and interpret government contracts, federal clauses, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

Ability to effectively present information to top management, public groups, and / or boards of directors.

Computer Skills

To perform this job successfully, an individual should have knowledge of Contract Management systems; Database software;

Microsoft Office Word, Excel, Outlook, and PowerPoint. Experience with Deltek software a plus.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

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

The employee must occasionally lift and / or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

Position Type / Expected Hours of Work

This is a full-time position. Standard days and hours of work are Monday through Friday, 8 : 00 a.m. to 5 : 00 p.m.

Travel

This position may be required to travel up to 5% of the time. (This may include air travel)

Clearance

This position does not require a security clearance.

HX5 offers a competitive salary and benefits package to include :

• Medical / Dental / Vision Insurance
• 401(k) plan with Company Match
• Paid Holidays
• Paid Time Off
• Life Insurance
• Tuition Reimbursement
• Identity Protection
• Medical and Dependent Care Flexible Spending Accounts
• Commuter / Transit Spending Accounts
• Group Legal Coverage Options
• Pet Insurance

EEO Statement :

HX5, LLC is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.

HX5, LLC is a Drug Free Workplace Employer.

ACCESSIBILITY NOTICE :

If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please call (850) 362-6551.

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