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Government Contracts Administrator

Caterpillar

Caterpillar

Administration
Peoria, IL, USA
Posted on Thursday, November 16, 2023

Career Area:

Sales

Job Description:

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar, you're joining a global team who cares not just about the work we do – but also about each other. We are the makers, problem solvers, and future world builders who are creating stronger, more sustainable communities. We don't just talk about progress and innovation here – we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.

Your Work Shapes the World

Whether it be groundbreaking products, best in class solutions or creating a lifelong career, you can do the work that matters at Caterpillar. With a 95-year legacy of quality and innovation and 150 locations in countries around the world, your impact spans the globe.

When you join Caterpillar, you are joining a team of makers, innovators, and doers. We are the people who roll up our sleeves and do the work to build a better world. We don’t just talk about progress and innovation. We make it happen. And we are proud of that, because it helps our customers build and power the world we live in – the roads, hospitals, homes, and infrastructure. Without a dedicated workforce Caterpillar could not effectively meet our customer’s needs. Join us.

Description

Contract Administrators in the Government Contracts Administration team within the Integrated Components and Solutions (ICS) division of Caterpillar directly support Caterpillar’s strategic technology objectives through cradle-to-grave responsibility for Research & Development (R&D) financial assistance awards and cooperative agreements, primarily with the U.S. Department of Energy. They use knowledge of the Code of Federal Regulations (CFR), Federal Acquisition Regulations (FAR) and other relevant government regulations and policies as well as internal Caterpillar policy and procedure to facilitate the acquisition and ongoing administration of these awards and agreements as well as service contracts and subcontracts (collectively referred-to from here as "Contracts") for Caterpillar.

Reporting to the ICS Government Contracts Administration manager and receiving guidance from the more senior Contract Administrator(s), a Contract Administrator will exercise discretion and independent judgment in the course of managing Contracts. It is expected that the incumbent will continue to receive progressively advanced assignments commensurate with demonstrated skill progression (technical/professional
knowledge, independence/influence, decision making/analysis) and performance.

Job Duties

The incumbent will be expected to utilize knowledge and previous experience to facilitate the execution of Contracts, and performance of associated duties such as monthly reporting, invoicing, and compliance-related tasks. A Contract Administrator provides proactive support and guidance to the organization regarding government contract compliance and is the primary internal point of contact to the Program Managers and their teams for the coordination and resolution of contractual issues.

This role involves direct contact with U.S. government personnel as well as subcontractors and vendors and will regularly interface with other Caterpillar departmental subject matter experts (SMEs) such as Legal Services, Finance/Treasury and Accounting. Workflow will routinely involve document reviews from these SMEs, therefore excellent communications skills and comfortability dealing with individuals at varied levels throughout the organization, in-person, via telephone and Teams conferencing, as well as through email and written reports are critical.

Incumbent will be expected to demonstrate the ability to: Deliver on Commitments (Execute business objectives through collaboration and decisive action), Grow and Embrace Change (Continually learn and adapt to achieve personal growth), Serve the Customer (Partner with internal and external customers to ensure their success), and Drive Improvement (Speak up and share ideas). This is a fast-paced environment, so the ability to handle changing priorities and multiple projects is a must.

Further details of the position’s responsibilities during the phases of each contract are as follows:

Primary: Review and understand significant and unique Federal Contract requirements, terms and conditions encompassed within the programs to ensure program team awareness of applicable laws, regulations, and company policies and procedures. Monitor Contract performance for compliance with contractual obligations and company policy, including required labor and material cost reporting.

Negotiate Contract amendments (where necessary), prepare budget revisions, monitor, reconcile, and ensure allowability of costs. Prepare invoicing and financial reports and review and submit materials to government websites/portals as required. Perform eventual program closeout activities. It is expected that the incumbent will demonstrate increased ability to work independently and identify and solve complex process issues.

Advanced: Demonstrated performance will lead to increased responsibilities including Prime Contract negotiations. Analyze Contract Terms & Conditions to determine contractual and compliance risks and obligations and identify areas requiring further SME input prior to formal attorney review. Recommend Contract requirements that should be negotiated and ensure management has the information necessary to successfully evaluate the Contract. Prepare and coordinate required budget documents and certification forms. Draft and review related subcontract documents to ensure they reflect Prime Contract negotiation results. Summarize final Contract information and prepare and deliver Program Team Contract Kickoff meetings.

Database and other Systems Support: Maintain information in pertinent departmental and interdepartmental data management/tracking systems and perform routine maintenance of the team’s written procedural documentation and SharePoint site.

Basic Qualifications

  • Bachelor’s degree or equivalent plus a minimum of five years’ business, project management or related experience is required.
  • Excellent organizing, process management, project management, time management, analytical and communication skills.
  • Strong attention to detail, particularly as it relates to adhering to contractual, statutory, and regulatory requirements and company policy.
  • Self-directed and having the ability to apply independent judgment and creativity to the resolution of contract and compliance issues.
  • Strong presentation, leadership, collaboration, and team-building skills.
  • Beyond basic proficiency with Microsoft Office suite: Word, Excel, PowerPoint, Outlook.

Top Candidates will also have

  • Experience with administration of research grants/awards and/or cooperative agreements with the U.S. Department of Energy (highly desired)
  • Proven ability to a handle multiple projects with complexity and competing priorities
  • Familiarity with Caterpillar engineering, purchasing, and related systems.

Additional Information

This position will ideally be in the Peoria, IL area, however open to considering other Caterpillar facilities within the United States.

Domestic relocation assistance is available for this position.

This position will require less than 10% travel.

Employee benefit details

Our goal at Caterpillar is for you to have a rewarding career. Our teams are critical to the success of our customers who build a better world.

Here you earn more than just a salary because we value your performance. We offer a total rewards package that provides benefits on day one (medical, dental, vision, RX, and 401K) along with the potential of an annual bonus.

Additional benefits include paid vacation days and paid holidays (prorated based upon hire date).

Final details

Please frequently check the email associated with your application, including the junk/spam folder, as this is the primary correspondence method. If you wish to know the status of your application – please use the candidate log-in on our career website as it will reflect any updates to your status.

This employer is not currently hiring foreign national applicants that require or will require sponsorship tied to a specific employer, such as H, L, TN, F, J, E, O. As a global company, Caterpillar offers many job opportunities outside of the U.S. which can be found through our employment website at www.Caterpillar.com/Careers.

For more information, visit caterpillar.com. To connect with us on social media, visit caterpillar.com/social-media

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EEO/AA Employer. All qualified individuals - Including minorities, females, veterans and individuals with disabilities - are encouraged to apply.

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