Senior Contracts Specialist

Job Description

WHO WE ARE

Whether in your home, office or out in your community, the walls that surround you must be safe, structurally sound, and sustainable. It’s our job to make that happen.

We were created by act of Congress in 1974 to be the nation’s authoritative source of findings and recommendations that impact and improve the built environment for the American people. At the National Institute of Building Sciences (NIBS), we connect research, policy, and practical application to advance innovation in the built environment. Our mission is to create a safer, more resilient, and technologically advanced infrastructure that serves American communities and strengthens our nation’s future.

Building American Innovation isn’t just our tagline - it’s our commitment. We foster collaboration between government, industry, and academia to drive forward-thinking strategies for resilient communities. Because at NIBS, we don’t just build structures, we build solutions.

SUMMARY

The Senior Contracts Specialist is responsible for developing, managing, and overseeing compliance of government prime and subcontractor contracts through the entire lifecycle, including responding to proposals, assisting with business development activities, supporting negotiations, developing contract language, tracking compliance, reviewing existing agreements, and completing project start up and closeout activities. Working with minimal supervision, the position ensures contracts conform with all federal, state, and local regulations. As a key partner to internal and external stakeholders, the contract specialists ensures the organization prepares and submits all necessary annual government contracting reporting requirements. The Senior Contracts Specialist provides expert guidance on procurement strategy, risk management, and regulatory understanding to enable compliant and efficient program execution.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Contract Lifecycle Management

• Reviews Requests for Proposals (RFPs) to identify legal, compliance, and company risk considerations.
• Works closely with Project Management and Finance teams to develop compliant and competitive government contracts and subcontracts for projects of varying size and complexity.
• Supports contract negotiation meetings, ensuring terms align with organizational objectives and client requirements.
• Collects required subcontractor legal, tax, and registration documentation to support contract award.
• Establishes and maintains internal contracting procedures and a central database of contracting policies, laws, and reference materials.
• Reviews and prepares modifications and amendments to existing contracts as project needs evolve.
• Maintains clear communication with internal departments (e.g., legal, finance) and external parties to ensure all stakeholders are informed about contract status and developments.
• Records invoicing and reporting requirements in a central database and monitors internal compliance throughout the contract lifecycle.
• Provides regular updates to leadership on contract progress, invoicing, deliverable status, and potential risks.
• Reviews existing service agreements and develops internal templates to ensure consistency with current company policies and regulatory changes.
• Develops and updates to standard contracting templates and procedures, educates project managers and finance teams on audit best practices, and performs periodic audits.
• Mediates and resolves contract issues or disputes, coordinating with leadership teams to determine corrective actions.
• Leads contract closeout activities, verifying that all contractual requirements have been met, documentation finalized, and invoices paid accurately.

Regulation Compliance and Reporting

• Reviews procurement requests, solicitations, and agreements to ensure compliance with applicable FAR, DFARS, and other agency regulation, as well as organizational policy and client-specific requirements.
• Monitors contract execution and modifications for ongoing compliance with federal, state, and local regulations, escalating potential risks or deviations to leadership as appropriate.
• Prepares, tracks, and submits required government contractor reports in accordance with Service Contract Reporting Requirements for Indefinite-Delivery Contracts, and ensures all FAR/agency related-mandated documentation is properly archived.
• Serves as the organization’s contracting compliance subject matter expert, developing and delivering internal training on regulatory updates, best practices, and proper contract file management.
• Collaborates across Business Strategies, Finance, and Project Management teams to ensure consistent interpretation of contract requirements, alignment of cost and reporting structures, and adherence to organizational compliance standards.

Business Development Support

• Support preparation and organization of proposal materials, including reviewing solicitation documents, ensuring compliance with submission requirements, and assembling administrative sections such as certifications, representations, and past performance data.
• Schedule and document teaming, kickoff, and proposal review meetings, tracking action items to maintain alignment among partners and internal stakeholders.
• Maintain an organized library of corporate information, resumes, project descriptions, and standard proposal templates to streamline future submissions.
• Update opportunity trackers, submission calendars, and proposal status dashboards to assist in monitoring deadlines and pipeline activities.
• Draft and route teaming agreements, NDAs, and subcontract documents required for proposal submissions in coordination with legal and contracts teams.

SUPERVISORY RESPONSIBILITIES N/A

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Specific skills include:

• Exemplary organizational and communication skills and ability to work independently in a team environment, including interface with Project Management, Finance and various external stakeholders.
• Direct experience in contracting or working with architectural, engineering, or technology development scopes of work (preferred).
• Knowledge of government procurement, contracting, and project closeout processes.
• Ability to maintain project momentum and meet deadlines for multiple projects, with a focus on accuracy and attention to detail.
• Capable of effectively explaining complex legal and business information to clients and internal partners in technical and easily understandable language.
• Experience in effectively negotiating to achieve favorable outcomes.
• Ability to develop contracts
• Ability to identify and resolve contractual issues and disputes.
• Capable of performing research on contract related policy and regulations.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree from an accredited college or university in accounting, finance, law, contracts, economics, or organization and management, or equivalent.
• 6+ years of n federal contracting and subcontract administration related to services for architecture, engineering, construction. Additional experience with professional consulting services and technology is preferred.
• In-depth knowledge of FAR, DFARS, OMB guidance, and agency related acquisition policies.
• Experience with IDIQ record keeping and delivering contractor reports conforming to the Service Contract Reporting Requirements for Indefinite-Delivery Contracts rules.
• Strong oral and written communication skills, including demonstrated ability to draft acquisition documents.
• The ideal candidate will bring proven expertise in independently managing pre- and post-award federal government contracting processes, ensuring compliance with applicable laws and regulations.
• Strong skills in negotiation, cost proposal review, and regulatory interpretation.
• Certified Professional Contracts Manager (CPCM) or similar credential preferred.

BENEFITS

• Opportunity to work at the intersection of industry, government, and academia.
• Work alongside some of the most respected experts in the building sciences and technology fields, gaining insight into best practices across industry and government.
• Professional development and training opportunities.
• NIBS offers a competitive salary and benefits package including fully paid health care premiums for medical, dental, and vision.