Contracts Manager

ProSync is seeking a dynamic, results-oriented Contracts Manager with experience in supporting DoD & IC customers. The Contracts Manager/Administrator is responsible for the full contract lifecycle and the day-to-day program operations that keep government projects funded, compliant, and running smoothly. This role manages contracts from pre-award through closeout while actively monitoring funding, periods of performance (POP), ATPs, and contract modifications across multiple programs.

Responsibilities will include:

Contract Lifecycle Management

• Manage all phases of contract administration: pre-proposal activities, proposal development, negotiation/formation, award, post-award administration, and closeout.
• Review, draft, and negotiate NDAs, prime contracts, subcontracts, teaming agreements, and joint venture agreements.
• Serve as a primary interface with government contracting officials, prime contractors, internal stakeholders, and vendors on contractual matters.
• Ensure compliance with FAR/DFARS, ITAR, and company policies; interpret and assess contract terms and conditions and advise management on rights, obligations, risks, and negotiation strategies.
• Support proposal and cost volume development by performing pricing calculations, gathering required documentation, and coordinating with BD/B&P teams.
• Support Government Property reporting and related submissions as required.

Contract Funding, POP & Program Operations

• Track and manage contract funding, ceilings, and periods of performance across multiple contracts and task orders (excluding designated contracts as directed).
• Monitor and document call-ins, ATPs (Authorizations to Proceed), and “at-risk” work; ensure work does not exceed authorized funding or POP.
• Coordinate funding and POP extension modifications, including adjustments to labor categories, telework/training hours, and scope as needed to support accurate billing.
• Ensure contract modifications and ATPs are reflected in internal systems (e.g., Unanet and forecasting tools) and communicated clearly to project managers and employees.
• Support timely, accurate invoicing by verifying that contractual documentation supports billing for labor, telework, travel, and training.
• Track and support staffing moves between contract vehicles (e.g., as funding winds down) and implement direction from leadership for placing personnel on appropriate contracts.

Customer, Prime & Vendor Coordination

• Act as day-to-day point of contact with COs, CORs, and prime contractors regarding funding status, extensions, ATPs, and contractual questions.
• Provide Certificates of Insurance (COIs), reps & certs, and other required documents through customer and supplier portals; coordinate internally (e.g., with risk/insurance) for COI options and approvals.
• Coordinate with external vendors and service providers (e.g., IT, subscription services, document destruction) to confirm there are no outstanding issues and to renegotiate or terminate services where appropriate (including discounts for early termination).
• Respond to customer and partner inquiries regarding compliance posture and timelines (e.g., anticipated CMMC certification date).

Timekeeping, Labor Categories & Charge Management

• Resolve timekeeping issues (e.g., missing holidays, miscoded hours, corrections to timecards) in coordination with employees, supervisors, and payroll.
• Maintain and update labor categories (LCATs) to ensure employee roles and titles align with contractual requirements and effective dates.
• Establish and update project/charge codes for new customers, task orders, or contract vehicles; communicate charge instructions to affected staff.
• Configure and maintain appropriate project access controls in timekeeping/ERP systems so employees can only charge to authorized projects/SLINs/tasks.

Compliance, Quality & Audit Support

• Support ISO and other quality/compliance audits by maintaining accurate, current procedures and records related to contracts and program operations.
• Draft and process documentation changes (e.g., corrections to procedure references, updates to quality records procedures) to address nonconformances and audit findings.
• Help design and implement approval mechanisms and workflows to ensure contract and quality changes are documented, reviewed, and approved in accordance with the QMS.
• Coordinate secure document destruction and other records management activities in line with company policies, contractual requirements, and regulatory standards (e.g., SIS document destruction POs).
• Assist with compliance efforts related to NIST SP 800-171, CMMC, and other cybersecurity or quality frameworks as required.

Systems, Tools & Reporting

• Update Unanet (or similar ERP/CLM systems) with contract funding modifications and maintain accurate electronic contract records.
• Generate and submit client invoices (e.g., twice monthly), including portal submissions and any required backup documentation; reconcile and update client site timesheets where needed.
• Maintain and update forecasting spreadsheets (e.g., BLPL) with actual costs, funding status, and projected revenues to support leadership decision-making.
• Maintain access to customer/prime portals (e.g., supplier and contract portals, including those requiring MFA such as Exostar/Boeing) and ensure credentials are current.
• Use Microsoft 365 (Excel, Word, PowerPoint, Teams), SharePoint, and other collaboration tools to manage documentation, workflows, and communication.

Corporate & Administrative Support

• Prepare and submit personal expenses reports and support others as needed.
• Provide backup support across corporate functions including Accounts Payable, Payroll, and general administrative/data entry tasks.
• Assist with preparation and routing of purchase requests (PRs) for contract-related services (e.g., document destruction, vendor agreements).
• Perform additional contract, operations, and administrative duties as assigned to support the overall success of the organization.

• 4–6 years of experience in government contract administration/management in a defense, intelligence, or broader GovCon environment.
• Demonstrated knowledge of the FAR and related regulations (DFARS; familiarity with ITAR preferred).
• Experience managing multiple contracts, task orders, and modifications, including funding and POP tracking.
• Understanding of acquisition and contracting principles, including cost/price analysis, negotiations, subcontracting, teaming arrangements, and best-value procurements.
• Proven ability to review, interpret, and assess contractual terms and conditions and explain implications to non-contracts stakeholders.
• Experience with timekeeping/ERP and contract lifecycle management (CLM) tools (e.g., Unanet or similar), as well as e-signature and document management systems.
• Strong proficiency with Microsoft 365 (Excel, Word, PowerPoint, Teams) and collaboration platforms (e.g., SharePoint).
• Excellent written and verbal communication skills, including clear, concise communication via email, chat, and virtual meetings.
• Strong organizational and time-management skills with the ability to prioritize multiple assignments in a fast-paced, digital workflow environment.

Preferred Requirements

• Experience supporting ISO-certified quality management systems and addressing audit nonconformances.
• Familiarity with NIST SP 800-171, CMMC, and related cybersecurity/compliance frameworks.
• Experience working with large prime contractors and supplier or customer portals (e.g., Exostar, Boeing, major integrators).
• Prior responsibility for forecasting, revenue tracking, and financial reporting for contract portfolios.
• Demonstrated ability to support and coordinate across corporate functions (finance, HR, operations) while maintaining strong customer focus.

Technology & Solution Providers utilized in this role at ProSync:

• Adobe Systems/Adobe Creative Cloud: Creative software suite (Photoshop, Illustrator, InDesign, Acrobat, etc.) used to design documents, proposals, marketing materials, graphics, and to edit/secure PDFs.
• CallTower: Cloud communications and unified communications as a service (UCaaS) platform for VoIP phones, Teams/Zoom/voice integration, and call routing.
• CCSI/eFax: Service for sending and receiving faxes via email or web portal—used when fax is required for clients, government forms, or contracts.
• CI Solutions, LLC: Cyber insurance provider used to obtain and manage cyber-liability insurance policies that cover security incidents and data breaches.
• eFax: Cloud fax platform used to send and receive faxes electronically via email or web, replacing traditional fax machines.
• Identrust Services: Digital certificate authority (CA) used for issuing SSL/TLS certificates, code signing certificates, and digital identity certificates for secure communications.
• Microsoft: Vendor of Windows, Office (Word, Excel, PowerPoint, Outlook), Microsoft 365, Azure, Teams, etc. Used for operating systems, productivity tools, collaboration, and cloud services.
• Pitney Bowes: Mailing and shipping solutions provider (postage meters, mailing software, address validation) used to send physical mail and manage postage.
• Unanet: ERP and project accounting system, especially for government contractors, used for timekeeping, project tracking, billing, cost accounting, and resource management.
• Bloomberg Government: Research and intelligence platform focused on government spending, policy, and opportunities—used for BD, market research, and tracking government contracts.
• Goldfax: Virtual fax solution that integrates with email and multi-function printers, used to send and receive faxes electronically while keeping centralized records.

Join PROSYNC and enjoy our great benefits!

Health & Retirement

• We offer a comprehensive Health Benefits package and 401K retirement plan so you can take care of yourself and your family, now and in the future. Other health-related benefits include an employee assistance program for those difficult times or when you need to take care of your mental health.

Education

• Individual growth is a priority at ProSync. Employees are encouraged to take advantage of our company-sponsored continuing education program so they can get their degree or that next certification they need to propel them to the next level.

Work/Life Balance

• A healthy work/life balance is essential for building and executing your work effectively at ProSync, but it’s also necessary to allow you the room to pursue everything else you want to develop in your personal life. We offer generous Paid Time Off and 11 paid holidays a year. ProSync also provides flexible work options that work with your schedule and lifestyle.