Subcontracts Administrator

Company Description

International SOS delivers customized medical and security risk management and wellbeing solutions to enable our clients to operate safely and effectively in environments far from home. Founded in 1984, we operate in 92 countries providing integrated medical solutions to organizations with international operations. Our innovative technology and medical and security expertise focus on prevention, offering real-time, actionable insights and on-the-ground quality delivery. We provide clinical services to include "hands on" direct care at over 800 sites around the world, many of which include inpatient clinical care capabilities. With 12,000 staff (including 5,200 medical and behavioral health providers) our services include the design, deployment, and operation of healthcare solutions including freestanding surgical facilities in remote and austere environments, telemedicine consultation through a wide range of virtual modalities, referrals to a global network of more than 100,000 vetted providers, and global aeromedical evacuation. Within our portfolio of companies, International SOS Government Medical Services (GMS), headquartered in Houston, Texas provides contracted healthcare support to Government defense and civil agencies and government contractors, including support to military exercises and operations, diplomatic missions, natural disasters, and refugee care. To protect your workforce, we are at your fingertips:

Job Description

The Subcontracts Administrator is responsible for the full lifecycle of subcontract administration for U.S. federal government contracts, ensuring strict compliance with applicable laws, regulations (e.g., FAR, DFARS), and internal policies. This role is integral to managing subcontract documents, fostering strong supplier relationships, facilitating small business participation, overseeing the Small Business Subcontracting Program, and supporting both proposal development and post-award compliance.

Key Responsibilities:

Subcontract Administration & Compliance

• Administer and maintain subcontract files and documentation in accordance with company procedures and federal regulations.
• Draft, review, negotiate, and manage subcontracts, Teaming Agreements (TAs), Non-Disclosure Agreements (NDAs), and Memorandums of Understanding (MOUs).
• Ensure subcontractor compliance with contract terms, flow-down clauses, and internal policies.
• Conduct supplier due diligence to verify vendor qualifications and mitigate contractual risk.
• Monitor subcontractor performance and validate invoices to support accurate and timely prime contract invoicing.
• Conduct internal compliance reviews and support audit readiness for DCAA, DCMA, and client reviews.

Proposal and Pricing Support

• Support proposal development by gathering subcontractor pricing, capability statements, compliance certifications, and representations.
• Evaluate subcontractor proposals, conduct supplier due diligence, and perform price and cost analysis.
• Assist in negotiating proposal-specific rates and terms, and contribute to the creation of pricing matrices and compliance documents.

Small Business Subcontracting Program

• Manage reporting for the Small Business Subcontracting Program, including preparation of Individual Subcontract Reports (ISR) and Summary Subcontract Reports (SSR) through the Electronic Subcontracting Reporting System (eSRS).
• Facilitate supplier qualification and conduct outreach to promote the inclusion of small, disadvantaged, and veteran-owned businesses.

Process Improvement and Reporting

• Maintain internal subcontract tracking systems; monitor key milestones, deliverables, and deadlines, and notify stakeholders accordingly.
• Identify and implement process improvements to enhance efficiency and compliance in subcontract management.

Collaboration and Special Projects

• Build and maintain productive working relationships with subcontractors and internal teams across departments.
• Provide flexible support across international time zones and remote collaboration platforms.

Perform other duties and special projects as assigned in support of Contracts and Procurement initiatives.

Qualifications

Required Skills and Knowledge

• Strong organizational skills with high attention to detail and accuracy.
• Excellent cost/price analysis skills and ability to evaluate complex proposals.
• Solid understanding of FAR, DFARS, and federal procurement regulations.
• Ability to draft, interpret, and negotiate contractual documents.
• Excellent verbal and written communication skills for both internal and external stakeholders.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and SharePoint.
• Familiarity with eSRS and other government reporting systems.

Behavioral Competencies

• Highly motivated, customer-service oriented, and results-driven.
• Demonstrates strong self-discipline and independence, especially in remote or hybrid work settings.
• Exceptional time management, multitasking, and organizational capabilities.
• Thrives in fast-paced, team-oriented environments with a collaborative, solutions-focused mindset.
• Adaptable to evolving priorities, deadlines, and operational requirements.
• Positive attitude and strong sense of ownership in task execution.
• Commitment to accuracy, quality, and compliance.

Required Work Experience

• 3-5 years of experience in subcontract administration or procurement under U.S. federal government contracts.
• Demonstrated experience working with FAR, DFARS, and related acquisition regulations.
• Proven ability to draft and negotiate complex subcontract documents.
• Experience in proposal development and audit preparation is highly desirable.
• Prior success working in dynamic, cross-functional team settings.

Required Qualifications

• Bachelor's degree in Business Administration, Contracts Management, or related field.
• Demonstrated proficiency in contractual administration and document management.
• NCMA certification (CPCM, CFCM, or CCCM) preferred but not required

Required Languages

• English (fluent) required.
• Foreign language proficiency is a plus, but not required.

Travel / Rotation Requirements

• Must be willing to travel up to 10% of the time, including occasional domestic or international trips depending on contract or project needs.

Additional Information

Pay range is based on several factors and may vary, in addition to a full range of medical, financial, and/or other benefits. Final salary and offer will be determined by the applicant's background, experience, skills, internal equity, and alignment with geographical market data.

Min $75,000 Max $105,000

Benefits - Full-time positions are eligible for our comprehensive and competitive benefits package, including medical, dental, vision, and basic life insurance. Additional benefits include a 401 (k) plan, paid time off, and an annual bonus. International SOS complies with all federal, state, and local minimum wage laws

International SOS Government Medical Services is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with the applicable federal, state and local laws.