Job Description
Summary
The Buyer/Subcontract Administrator is responsible for sourcing and procuring materials, equipment, and services while supporting the full subcontract lifecycle from solicitation and award through administration, compliance, and closeout. This role pairs a commercial, best-value procurement mindset with a working knowledge of the Federal Acquisition Regulation (FAR) and applicable agency supplements (e.g., DFARS), ensuring that prime-contract terms and required clauses flow down accurately to suppliers and subcontractors while supporting timely delivery, competitive pricing, supplier performance, and audit-ready compliance across business operations and project execution.
Responsibilities 1. Procurement / Buying (Materials, Equipment, Services)
- Process purchase requisitions and issue purchase orders (POs) in accordance with company policies and applicable contract requirements, including FAR / DFARS clauses.
- Source qualified suppliers; obtain, evaluate, and document quotes for price, lead time, quality, and best value.
- Negotiate commercial terms (pricing, delivery, payment terms, warranties, freight, etc.) within delegated authority.
- Coordinate with internal stakeholders (Project Managers, Engineering, Operations, QA, Accounting) to confirm specifications, schedules, and requirements.
- Monitor open orders and expedite deliveries to support project schedules; resolve backorders and shipping issues.
- Maintain accurate purchasing files and records, including quote documentation and PO terms/conditions.
- Support inventory/material planning activities as needed (critical spares, min/max, long-lead items, etc.).
- Identify cost savings and supplier improvement opportunities (alternate sources, consolidations, lead-time reductions).
- Screen prospective suppliers and subcontractors for SAM.gov exclusions / debarment, OFAC and BIS restricted-party lists, TAA / Buy American compliance where required, and counterfeit-parts risk.
- Apply appropriate cost or price analysis techniques to support best-value determinations, document competition results, and prepare sole-source justifications where required.
2. Subcontract Administration (Lifecycle Support)
- Support development of solicitations (RFQ/RFP), including scope language, vendor instructions, and evaluation criteria.
- Assist with subcontract selection documentation (bid tabulations, price analyses, decision rationale).
- Draft, issue, and administer subcontracts and subcontract modifications/changes (change orders), ensuring alignment with prime contract requirements and company flowdowns.
- Track and administer subcontract deliverables, milestones, invoices, and performance metrics.
- Manage subcontractor communications, including clarifications, meeting coordination, and issue resolution.
- Support subcontract closeout (final deliverables, lien releases where applicable, final invoice resolution, and file completion).
- Ensure purchase orders and subcontracts include required terms, conditions, and applicable flowdowns
- Assist with compliance documentation tracking as required (insurance certificates, NDAs, safety documentation, quality requirements, export controls (ITAR / EAR) and Controlled Unclassified Information (CUI) handling per NIST SP 800-171 where applicable).
- Maintain organized procurement/subcontract files that support audits, customer reviews, and internal controls.
- Use the company’s purchasing/ERP/accounting systems to create and manage POs/subcontracts, receipts, and supporting documentation.
- Generate routine procurement and subcontract status reports (open PO report, expediting report, subcontract milestone tracking).
- Participate in project kickoff and planning meetings to align procurement actions with project schedules.
- Support continuous improvement initiatives related to procurement efficiency, standard templates, and process controls.
Required Qualifications
- High school diploma or equivalent required; Associate or Bachelor’s degree preferred (Business, Supply Chain, Finance, or related field).
- 3+ years of demonstrated experience procuring both services and materials/equipment in a project-based environment, including buying, subcontract administration, or supply chain roles.
- Working knowledge of commercial purchasing best practices and supplier sourcing, combined with a working knowledge of the Federal Acquisition Regulation (FAR) including how prime-contract terms and clauses flow down to suppliers and subcontractors.
- Strong negotiation, communication, and vendor management skills.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and detailed documentation.
- Proficient with Microsoft Office (Excel, Word, Outlook); comfort working in ERP/purchasing systems.
Preferred Qualifications
- Experience with subcontract modifications, change control, and closeout processes.
- Certification(s) such as CPSM, CPIM, NCMA CFCM / CPCM, or similar (or willingness to obtain).
- Experience supporting government / federal contracting environments, including familiarity with FAR (and DFARS or other agency supplements where applicable), prime-to-sub flowdowns, and audit-ready procurement documentation.
- Working familiarity with cost / price analysis concepts (FAR 15.404-1), competitive procurement documentation, and sole-source / J&A justifications.
Benefits:
All eligible employees enjoy an excellent benefits package, including medical/dental/vision insurance, short/long-term disability, life insurance, 401(k), paid time off including holidays, and tuition reimbursement.
EEO Statement:
MSTI is an equal-opportunity employer. All qualified candidates, including individuals with disabilities and protected veterans, are encouraged to apply. MSTI is an E-Verify employer. If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: HR@mstechnology.com.
EEO Employer/Vet/Disabled
Job Tags
Full time, Contract work, Temporary work, Work at office