Associate Subcontracts Administrator in Arlington, VA at PAE

Date Posted: 8/13/2019

Job Snapshot

  • Employee Type:
  • Location:
    Arlington, VA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

Supporting the Most Exciting and Meaningful Missions in the World

Associate Subcontracts Administrator

PAE is a leading provider of integrated global mission services to the U.S. Government and its allied partners. For over fifty years, PAE has provided training, logistics, operations and maintenance services to support complex missions for customers around the world. PAE employs approximately 15,000 people in over 60 countries supporting some of the most meaningful and exciting missions in the world.

PAE is currently seeking an Associate Subcontracts Administrator to support its Expeditionary Support and Stabilization (ES&S) Division and GID (Governance and Institutional Development) This position will be located in Arlington, VA.  

The associate subcontracts administrator will assist the ES&S portfolio in awarding and administering subcontracts in support of Government prime contracts. This is a full-time position that reports to a Subcontracts Manager and ensures that the departments record, and information are accurate, complete, and up-to-date. While part of a team, the individual handles and tracks high volume invoices from subcontractors that are globally dispersed. 

Primary responsibilities include:

  • Technical - Assist the Subcontracts Manager with technical tasks as appropriate (SOW drafts, editing reports, new vendor management, etc.).
  • Project Coordination - Acts as a liaison to the field and the programs for day-to-day problem solving and support. Independently trouble-shoots common problems and escalates more complex issues to the Manager and follows up until resolved. Coordinates the administrative activities of the project including mobilizing and demobilizing staff and international consultants, maintaining project files, requesting purchases for goods and services, ensuring submission of project deliverables and close-down. Perform administrative tasks for several projects including AP adjustments, vendor invoice review, Procure to Pay requisitions, and expense report auditing. Conducts routine auditing of operations files to ensure compliance with PAE and customer policies and procedures.
  • Contract Management - Works with the project team to Initiate requests for approvals, coordinates submissions for contract and subcontract modifications and coordinates all other requests for subcontracting department. Identifies and synthesizes potential issues and present possible solutions to management. Liaises with subcontractors regarding administrative, operational, and invoicing issues as appropriate.
  • Financial Management - Responsible for ensuring processing and review of vendor project invoices. Works with AP department to troubleshoot any payment issues.
  • Geographic/Cross PAE Support - As a subcontracts team member, provides support as needed to programs and collaborates with colleagues. Provides short-term coverage for traveling Associates.
  • Additional assignments as requested by management

Under general supervision assists in the preparation, execution, and follow through of purchase orders.
Participates in the invoice approval process to ensure that supplier invoices are in accordance with purchase order terms and conditions, and resolve issues as necessary.
Maintains contact with staff to keep them informed of the performance of subcontract preparation, monitoring, and invoicing.
Disseminates information to appropriate employees regarding subcontract status, compliance, modification, deviation, negotiation and termination.

Performs all PO and subcontract close-out duties per the Federal Acquisitions Regulations and company policy.
Consults with PAE technical staff, and resolves matters of disagreement between PAE and the potential subcontractor.
Consults with company staff representing the legal, technical, financial, and managerial interests of the subcontract award and technical performance.
Ensures the receipt, accuracy and timeliness of subcontractor submitted documents relating to the subcontract deliverables as well as monitoring performance relative to timeliness, cost considerations, and technical objectives.
Prepares written reports,  letters,  and  memoranda  required  for  internal  and external distribution.


• Bachelor's degree in business administration, management, or related field.
•  1.5 years of experience related experience in the contracting environment required due to fast pace of the operating environment
• A combination of education and experience may be considered to satisfy the above qualifications
• Experience working in an approved contractor purchasing system environment is desirable.
• Working knowledge of Federal Acquisition Regulations is highly preferred
• Ability to travel to international locations with short notice is required Capacity to understand information systems and databases

Ability to prioritize workload and meet deadlines

 Skills: Demonstrated extensive experience with Microsoft Office software to include: Excel, Word, PowerPoint, Visio and Projects.  Costpoint experience is  required
• Other Requirements: Travel to OCONUS locations may be required. Such locations include Middle East, and African countries which are considered austere. 

Additional language skills are highly desirable (ideally French)

PAE is an equal opportunity employer and drug-free workplace

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

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