Senior Contracts Specialist

Job Description

WHO WE ARE

Whether in your home, office or out in your community, the walls that surround you must be safe, structurally sound, and sustainable. It’s our job to make that happen.

We were created by act of Congress in 1974 to be the nation’s authoritative source of findings and recommendations that impact and improve the built environment for the American people. At the National Institute of Building Sciences (NIBS), we connect research, policy, and practical application to advance innovation in the built environment. Our mission is to create a safer, more resilient, and technologically advanced infrastructure that serves American communities and strengthens our nation’s future.

Building American Innovation isn’t just our tagline - it’s our commitment. We foster collaboration between government, industry, and academia to drive forward-thinking strategies for resilient communities. Because at NIBS, we don’t just build structures, we build solutions.

SUMMARY

The Senior Contracts Specialist is responsible for developing, managing, and overseeing compliance of government prime and subcontractor contracts through the entire lifecycle, including responding to proposals, assisting with business development activities, supporting negotiations, developing contract language, tracking compliance, reviewing existing agreements, and completing project start up and closeout activities. Working with minimal supervision, the position ensures contracts conform with all federal, state, and local regulations. As a key partner to internal and external stakeholders, the contract specialists ensures the organization prepares and submits all necessary annual government contracting reporting requirements. The Senior Contracts Specialist provides expert guidance on procurement strategy, risk management, and regulatory understanding to enable compliant and efficient program execution.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Contract Lifecycle Management

• Reviews Requests for Proposals (RFPs) to identify legal, compliance, and company risk considerations.
• Works closely with Project Management and Finance teams to develop compliant and competitive government contracts and subcontracts for projects of varying size and complexity.
• Supports contract negotiation meetings, ensuring terms align with organizational objectives and client requirements.
• Collects required subcontractor legal, tax, and registration documentation to support contract award.
• Establishes and maintains internal contracting procedures and a central database of contracting policies, laws, and reference materials.
• Reviews and prepares modifications and amendments to existing contracts as project needs evolve.
• Maintains clear communication with internal departments (e.g., legal, finance) and external parties to ensure all stakeholders are informed about contract status and developments.
• Records invoicing and reporting requirements in a central database and monitors internal compliance throughout the contract lifecycle.
• Provides regular updates to leadership on contract progress, invoicing, deliverable status, and potential risks.
• Reviews existing service agreements and develops internal templates to ensure consistency with current company policies and regulatory changes.
• Develops and updates to standard contracting templates and procedures, educates project managers and finance teams on audit best practices, and performs periodic audits.
• Mediates and resolves contract issues or disputes, coordinating with leadership teams to determine corrective actions.
• Leads contract closeout activities, verifying that all contractual requirements have been met, documentation finalized, and invoices paid accurately.

Regulation Compliance and Reporting

Business Development Support

SUPERVISORY RESPONSIBILITIES N / A

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. Specific skills include :

EDUCATION and / or EXPERIENCE

BENEFITS