Contracts Administrator, Junior
California, MD
Full Time
Operations
Entry Level
KAIROS, Inc is searching for an energetic, experienced, and highly motivated Junior Contracts Administrator to join our team. This position will be fully onsite in California, MD.
Established in July 2013, KAIROS, Inc. is a growing Woman Owned Small Business (WOSB) specializing in Life Cycle Program Management, Engineering, Cybersecurity, Logistics and Sustainment, Enterprise Platforms and AI, and Additive Manufacturing services focused on optimizing customers’ program performance and mission through proven methodologies and ethical practices. Our headquarters is in California, MD near Naval Air Station Patuxent River. We offer competitive salaries and benefits with outstanding growth potential.
The Contracts and Financial Analyst supports the Director of Pricing and Contracts by independently performing contract administration, financial management, compliance, invoicing, and operational support activities. This position serves as a primary point of contact for contract-related matters, ensuring contractual requirements are understood, communicated, and executed in accordance with customer requirements, company policies, the Federal Acquisition Regulation (FAR), and the Defense Federal Acquisition Regulation Supplement (DFARS). The role is responsible for monitoring contract funding and performance, reviewing financial and labor data, preparing and submitting customer invoices, supporting DCAA-compliant timekeeping processes, administering contract-related travel and expense activities, maintaining employee charge authorizations, and assisting with security access documentation and material procurement activities throughout the contract lifecycle.
Primary Duties:
This position is subject to a government security investigation and must meet eligibility requirements for access to classified information. In order to complete the requirements for government security clearance investigation you must be a U.S. Citizen and be able to complete the full background investigation. This position requires an Active Secret Security Clearance.
Compensation:
While skills, education, and experience are key factors, they are not the sole determinants of salary. Other determining factors include but are not limited to location, contract budgets and requirements, and government labor category guidelines. The estimated salary range for this position is $57,000 to $70,000. KAIROS also provides a comprehensive benefits package as additional employee compensation.
Established in July 2013, KAIROS, Inc. is a growing Woman Owned Small Business (WOSB) specializing in Life Cycle Program Management, Engineering, Cybersecurity, Logistics and Sustainment, Enterprise Platforms and AI, and Additive Manufacturing services focused on optimizing customers’ program performance and mission through proven methodologies and ethical practices. Our headquarters is in California, MD near Naval Air Station Patuxent River. We offer competitive salaries and benefits with outstanding growth potential.
The Contracts and Financial Analyst supports the Director of Pricing and Contracts by independently performing contract administration, financial management, compliance, invoicing, and operational support activities. This position serves as a primary point of contact for contract-related matters, ensuring contractual requirements are understood, communicated, and executed in accordance with customer requirements, company policies, the Federal Acquisition Regulation (FAR), and the Defense Federal Acquisition Regulation Supplement (DFARS). The role is responsible for monitoring contract funding and performance, reviewing financial and labor data, preparing and submitting customer invoices, supporting DCAA-compliant timekeeping processes, administering contract-related travel and expense activities, maintaining employee charge authorizations, and assisting with security access documentation and material procurement activities throughout the contract lifecycle.
Primary Duties:
- Handle sensitive and confidential information with professionalism and appropriate discretion.
- Assist employees with Deltek Costpoint timekeeping, including time-entry questions andcompliance with applicable DCAA timekeeping requirements.
- Review employee timesheets at the end of each pay period for accuracy, completeness, and timely submission.
- Monitor employee timesheets against the Hours Dashboard to help ensure recorded hours align with contractual hour requirements.
- Process employee timesheet corrections and maintain appropriate supporting documentation.
- Assist employees with questions related to contract expense reports, documentation, and allowable contract expenses.
- As needed, assist employees with making business travel arrangements in accordance with KAIROS Travel Policy, contractual requirements, and applicable Joint Travel Regulations (JTR).
- Maintain Charge Authorization Letters (CALs) for all employees and communicate charge-authority changes in a timely manner.
- Ensure new hires receive the appropriate Charge Authorization Letter within 24 hours of their start date.
- Assist with material cost estimates, Purchase Request (PR) preparation, material purchasing, and shipping, ensuring activities align with applicable contract requirements.
- Verify, track, maintain, and route Common Access Card (CAC) and System Authorization Access Request (SAAR) documentation in accordance with applicable security and compliance requirements.
- Prepare customer invoices at the frequency established by applicable contract terms.
- Route invoices for required internal approvals and submit approved invoices to the customer in a timely manner.
- Review employee travel requests for compliance with contractual requirements and applicable JTR requirements; route requests for appropriate approvals and maintain required supporting documentation.
- Support the administration of government contracts throughout the contract lifecycle, including contract setup, funding and modification tracking, deliverables, documentation, and contract file maintenance.
Skills and Qualifications:
- Ability to utilize formulas, tables, and functions within Microsoft Excel to accurately track, and analyze.
- Strong organizational skills with the capacity to handle concurrent tasks efficiently and accurately.
- Exceptional time‑management skills with the ability to balance routine responsibilities and urgent requests.
- Excellent relationship management skills and experience working with internal stakeholders, customers, and partners.
- Strong customer relations, analytics, documentation and research analysis skills
- Self-starter, highly motivated, strong work ethic with a commitment to quality
- Microsoft office suite proficiency, i.e., Word, Excel, PowerPoint
- Ability to work within a challenging, fast-paced, team-oriented environment
- Ability to work independently
- Ability to multi-task and meet competing, deliverable deadlines
- Detail oriented
- Excellent interpersonal and customer service skills
- Excellent verbal and written communication skills to provide clear status and/or communicate issues
- Ability to adapt to evolving technology
Education and Experience:
Clearance:- Bachelor’s degree in business, finance, or related discipline.
- In lieu of degree an associate’s degree and four (4) years additional experience; or six (6) years additional experience
- Experience with Federal Government contract administration experience involving all contract types (Fixed Price, Cost Plus Fixed Fee, T&M, IDIQ Task/Delivery Order) from contract award to closeout. (Desired)
- Experience using Deltek Costpoint, i.e, Time/Expense, Projects, Reporting and Invoicing. (Desired)
This position is subject to a government security investigation and must meet eligibility requirements for access to classified information. In order to complete the requirements for government security clearance investigation you must be a U.S. Citizen and be able to complete the full background investigation. This position requires an Active Secret Security Clearance.
Compensation:
While skills, education, and experience are key factors, they are not the sole determinants of salary. Other determining factors include but are not limited to location, contract budgets and requirements, and government labor category guidelines. The estimated salary range for this position is $57,000 to $70,000. KAIROS also provides a comprehensive benefits package as additional employee compensation.
KAIROS, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, national origin, or any other characteristic protected by federal, state, or local laws.
KAIROS offers our employees a comprehensive benefits package consisting of:
- Medical Coverage
- Employer Paid Dental, Vision, Basic Life/AD&D, Short-Term/Long-Term Insurance
- Health Savings Account with Contribution by Employer
- 401K Plan with Employer Matching
- Annual Discretionary Bonuses
- Paid Time Off
- Eleven (11) Paid Holidays
- Certification reimbursement program
- Tuition Reimbursement Program
- Paid Parental Leave
- Employee Assistance Program (EAP)
- Rewards and recognition programs
- Community outreach events through our KAIROS Kares group
To learn more about our organization be sure to check out our website, https://www.kairosinc.net/
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