Contracts & Subcontracts Administrator – Defense Industry

Who We Are:

IPS Custom Automation is a leading provider of advanced manufacturing solutions for the defense and energetics industries. We specialize in the design, engineering, and integration of turnkey production lines for energetics materials and munitions. Our solutions serve government agencies, military contractors, and defense OEMs worldwide.

Who We’re Seeking:

We are seeking a Contracts and Subcontracts Administrator who is responsible for managing the full lifecycle of contracts and subcontracts in support of U.S. Department of Defense (DoD) programs. This role ensures compliance with federal regulations, company policies, and customer requirements while supporting proposal development, negotiations, contract execution, and subcontractor oversight.

What You’ll Do: You’ll also be responsible for:

Contracts Administration

• Ability to comprehend financial and business concepts. Handle multiple assignments while achieving program commitments. Experience with proposal preparation; coordinating and participating in management reviews; proposal submission; fact finding; contract negotiations, contract award and execution.
• Manage the formation, negotiation, execution, and closure of prime contracts and subcontracts for defense programs.
• Review and interpret terms and conditions, ensuring compliance with FAR, DFARS, ITAR, and company policies.
• Draft, modify, and administer NDAs, teaming agreements, contract modifications, and other contractual documents.
• Advising leadership and program management of contractual rights, obligations, and risks.
• Serve as the primary point of contact for contractual communication with customers and government agencies.

Subcontract Management

• Issue solicitations, evaluate subcontractor proposals, negotiate terms, and award subcontracts.
• Monitor subcontractor performance, deliverables, cost, schedule, and compliance requirements.
• Maintain subcontract files per government compliance standards and company procedures.

Proposal Support

• Experience with subcontract bid cost and price analysis per FAR/DFAR guidelines.
• Support proposal development teams by preparing cost/price volumes, contract risk assessments, and compliance matrices.
• Review RFP/RFQ requirements, identify risks, and provide guidance to capture and program managers.

Compliance & Risk Management

• Ensure adherence to federal regulations, export controls (ITAR/EAR), cybersecurity requirements (e.g., NIST SP 800-171, CMMC), and flow-down clauses.
• Identify contractual risks and recommend mitigation strategies.
• Prepare for and support internal/external audits (DCMA, DCAA, customer audits).

Financial & Program Coordination

• Coordinate with finance, supply chain, program management, and legal teams on contract performance, billing, funding, and change management.
• Track contract value, funding levels, deliverables, and period of performance.
• Support invoice approvals and resolve payment or funding issues.

Who You Are:

• Bachelor’s degree in Business, Finance, Law, Supply Chain, or related field.
• 5+ years of experience in contracts or subcontracts administration, preferably in the defense or aerospace sector.
• Strong knowledge of FAR/DFARS and government contracting practices. 
• Experience with cost-reimbursable, fixed-price, T&M contract types.
• Strong negotiation, communication, and analytical skills.
• Authorized to work in the US.

Additionally, You Have these Qualifications:

• Experience with DoD programs, classified contracts, or major defense primes.
• NCMA certification (CPCM, CFCM, or CCCM).
• Experience with ERP systems.

What We Provide:

• Competitive base salary (commensurate with experience) and performance-based incentives.
• Generous employer contribution to the Employee portion of medical insurance (75+%).
• Dental, Vision, and Gap insurance offered.
• Employer-paid Life insurance and Short-Term Disability.
• 401(k) employer match and immediately vested.
• Generous paid time off policy.

IPS Custom Automation is an EEO Employer - M/F/Disability/Protected Veteran Status

 The information listed above is not a comprehensive list of all duties/responsibilities performed. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Any physical and mental requirements described in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.