Part Time Jr Contracts Administrator (Must Reside in a HUBZone Certified Area)

About Niyam IT, Inc.

Niyam IT was founded in 2007 by a group of consultants who shared a unique vision: a technology company steeped in orderly process yet driven by passion and innovation. Over the following decade, we fine-tuned our craft and built an impressive track record of successful outcomes, securing our reputation as the go-to provider of smart, innovative solutions. Today, Niyam is at the forefront of the industry, leading the way in crafting mission-critical technologies for Emergency Preparedness & Response, Natural Resource Management, Law Enforcement & Justice, Health IT, and Global Citizen Services.

Role And Responsibilities

• File and Records Management
• Establish, organize, and maintain comprehensive contract files for all prime contracts and subcontracts in both physical and electronic formats, in accordance with company records management policies and applicable federal requirements.
• Ensure contract files are complete, current, and properly indexed, including executed contracts and modifications, correspondence, deliverables documentation, and related records.
• Perform routine file audits to identify and resolve gaps, misfiles, or out-of-date materials.
• Manage the archiving and disposition of closed contract files in compliance with records retention schedules.
• Administer a document management system or shared drive structure to ensure version control and appropriate access to contract documentation.
• Contract Action Tracking & Spreadsheet Administration
• Maintain and update Excel-based or similar spreadsheet trackers for all current and future contract actions, including but not limited to contract awards, modifications, option periods, funding levels, period of performance, and expiration dates.
• Monitor and flag upcoming contract milestones, deliverable due dates, option exercise windows, and funding thresholds to ensure timely action by the contracts team.
• Record and track subcontract actions including issuance of subcontract awards, modifications, and consent requests.
• Generate routine status reports and data extracts from tracking systems to support management review and reporting requirements.
• Maintain accuracy and integrity of all data entered in tracking systems; reconcile discrepancies and escalate anomalies to the supervising contracts professional.
• Contract Communications Support
• Assist with drafting, reviewing, and distributing routine contract-related correspondence, including transmittal letters, acknowledgment notices, and informational communications to internal stakeholders.
• Support communication with government Contracting Officers (COs) and Contracting Officer's Representatives (CORs) as directed, including tracking and logging correspondence and maintaining communication logs.
• Cook up with subcontractors to transmit documents, obtain signatures, and request required certifications or representations.
• Route incoming contract documents and government correspondence to the appropriate contracts team member for review and action.
• Aid in preparation of contract-related meeting materials, agendas, and action item tracking.
• General Administrative Support
• Support the contracts team with day-to-day administrative functions including scheduling, preparing correspondence, and maintaining department calendars.
• Aid in formatting, proofreading, and assembling contract documents, proposals, and reports.
• Process and track signature requests for contract documents using electronic signature platforms (e.g., DocuSign) as directed.
• Aid in maintaining the contracts department’s standard operating procedures (SOPs) library and internal reference materials.
• Support special projects or process improvement initiatives as assigned by the Contracts Manager.
• Perform other duties as assigned consistent with the scope of the position.

Qualifications And Education Requirements

• Must live in HUB Zone certified area.
• Associate’s degree or higher in Business Administration, Contracts Management, Public Administration, or a related field; or equivalent combination of education and work experience.
• 1–3 years of administrative or contracts-related experience, preferably in a government contracting environment.
• Proficiency in Microsoft Office Suite, with strong Excel skills (sorting, filtering, basic formulas, and data tracking).
• Strong attention to detail and organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with discretion.
• Ability to work independently and collaboratively in a deadline-driven environment.

Preferred Education And Experience

• Familiarity with the Federal Acquisition Regulation (FAR) and/or Defense Federal Acquisition Regulation Supplement (DFARS).
• Experience with contract management software (e.g., Deltek Costpoint, Unanet, or similar).
• Experience supporting both prime contracts and subcontracts in a government contracting environment.
• Knowledge of government contract types (FFP, CPFF, T&M, IDIQ, BPA, etc.).
• Experience with electronic document management or signature platforms (e.g., SharePoint, DocuSign).