Contract Financial Administrator at KAIROS in California, MD

KAIROS, Inc is searching for an energetic, experienced, and highly motivated Contract Financial Administrator, to join our team. This position will be on-site at our headquarters in California, MD.

Established in July 2013, KAIROS, Inc. is a growing Woman Owned Small Business (WOSB) providing full life cycle Cybersecurity, Program Management, Engineering, Logistics, Additive Manufacturing, and Training and Education 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.

This position supports the Director of Pricing and Contracts by independently performing contract administration and financial data tasks. The candidate will serve as the primary customer interface for contractual matters, ensure contract requirements are understood and met, and maintain compliance with Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARs). Responsibilities include monitoring contract performance, reviewing and tracking financial data, analyzing funding and burn rates, and preparing contract-related financial reports in coordination with Finance.

Primary Duties:

• Provide comprehensive support in preparing, analyzing, and maintaining all financial reporting associated with contract execution and performance.
• Review timesheet accuracy and maintain compliance with DCAA requirements
• Work material requests in compliance with contract requirements and complete all internal documentation to support procurement activities
• Review employee travel requests to ensure compliance with contract requirements and Joint Travel Regulations (JTR); route requests for appropriate approvals and maintain required documentation.
• Verify, track, and route Common Access Card (CAC) and System Authorization Access Request (SAAR) documentation in accordance with security and compliance requirements.
• Work with Program Managers to ensure compliance with contractual requirements, including Contracts Data Reports (CDRs), Government Property Reports, and other deliverables.
• Conduct contract negotiation, contract administration, and customer contact activities for proper contract acquisition and fulfillment per KAIROS policies, legal requirements, and customer specifications.
• Prepare costs and pricing analysis reports in accordance with the FAR/DFARs, DCAA pricing manuals, or other applicable policies.
• Review contracts terms and conditions to address provisions and risks of financial terms, acceptance criteria, delivery requirements, warranty, intellectual property, termination provisions, indemnification, and all other potential risk areas and recommend risk mitigation strategies.
• Prepare and manage written communications with internal and external customers for assigned contractual matters.
• Ensure timely delivery of all contractual deliverables and submitting invoices, proposals, and data calls.
• Ensure contract requirements are fulfilled, manage contract changes, and maintain historical information.
• Assist with negotiations on NDAs and TAs.
• Support contract team leaders ensuring that agreements/terms and conditions comply with all applicable regulations and requirements, while adhering to company policies.

Skills and Qualifications:

• Proficiency with financial forecasting and budgeting
• Ability to utilize formulas, tables, and functions within Microsoft Excel to accurately track, analyze, and report financial data
• 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.
• Must have capable and effective proposal development skills
• Excellent negotiation skills
• Excellent relationship management skills and experience working with internal stakeholders, customers, and partners.
• Strong analytical and research analysis skills
• Strong customer relations, analytics, and documentation 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:

• Bachelor’s degree in business, finance, or related discipline
• At least three (3) years or more years of related experience working with DoD contracts.
• In lieu of degree an associate’s degree and four (4) years additional experience; or six (6) years additional experience
• Proficient in tracking and managing contract/task order financials, budgets, and estimates to complete (ETC’s).
• 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.
• Extensive experience with FAR/DFAR regulations.
• Experience in contracts from pre-RFP to closeout, including CDRL/financial preparation, contract modifications and financial analysis is required, desired
• Direct experience with administering and pricing complex contracts, desired
• Experience using Deltek Costpoint, i.e, Time/Expense, Projects, Reporting and Invoicing, desired
• Experience with DCAA audits, desired

Clearance: 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 $60,000 to $100,000. 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/