Employment Type: Full-Time Work Environment: Hybrid / Remote Reports To: Chief Financial Officer (CFO) Location: This role operates in a hybrid/remote capacity with periodic on-site engagement as business needs require. Preference will be given to candidates located within reasonable proximity to one of our key operating sites, including Southern California, Elgin, IL; Hanover, PA; or Orange, NJ, to support in-person collaboration, site engagement, and leadership alignment.
Contracts & Compliance Manager
Position Summary The Contracts & Compliance Manager serves as the functional owner and primary internal point of coordination for government contracting administration and related contractual and regulatory compliance activities across the Company's U.S. operations. This position is responsible for establishing, managing, and continuously improving the processes, documentation, controls, reporting requirements, and internal coordination necessary to support the Company's participation in U.S. Government and Department of Defense contracting environments. Key areas of responsibility include government bid and contract administration, contractual compliance, FAR/DFARS requirements, small-business subcontracting requirements, required government reporting, export licensing, ITAR and export-control coordination, and contractual aspects of CMMC and related defense-industry compliance requirements. The Contracts & Compliance Manager partners closely with executive leadership and functional stakeholders across Operations, Sales, Finance, Information Technology, Quality, Supply Chain, Human Resources, and other business functions to ensure contractual and regulatory obligations are understood, appropriately assigned, documented, monitored, and completed. While this role does not initially have direct reports, the position is expected to own and manage the Contracts & Compliance function, establish enterprise processes and standards, and serve as a trusted resource to leadership and operating companies. The role may assume direct supervisory responsibility as the function grows. Essential Job Functions Government Contract Administration
- Serve as the primary internal point of coordination for U.S. Government and Department of Defense contract administration across applicable Company entities and operating locations.
- Manage and coordinate the preparation and submission of government bids, proposals, representations, certifications, and related contracting documentation in partnership with Sales, Operations, Finance, and other stakeholders.
- Review solicitations, purchase orders, contracts, modifications, and related documents to identify applicable contractual clauses, regulatory requirements, deliverables, reporting obligations, and compliance considerations.
- Coordinate the evaluation and implementation of applicable FAR, DFARS, agency-specific, and customer contractual requirements.
- Maintain appropriate records of government contracts, modifications, certifications, representations, correspondence, and supporting compliance documentation.
- Establish and maintain mechanisms for tracking contractual obligations, deliverables, renewal requirements, certifications, and deadlines across applicable business units.
- Coordinate contract modifications, customer requests, and other government-contracting matters requiring cross-functional action.
- Identify contractual risks, inconsistencies, or areas requiring additional interpretation and appropriately escalate matters to executive leadership, outside counsel, or other subject matter experts.
Government Contract Compliance
- Establish and manage an enterprise framework for monitoring compliance with applicable government-contracting requirements.
- Maintain a centralized compliance calendar or similar tracking mechanism for required certifications, representations, filings, reports, renewals, registrations, and other recurring obligations.
- Partner with functional leaders to assign ownership of contractual requirements and monitor completion of required actions.
- Coordinate responses to government, prime contractor, customer, or auditor requests for compliance documentation and supporting records.
- Monitor changes to relevant government-contracting requirements and coordinate with appropriate internal and external resources to assess organizational impact.
- Support internal reviews and compliance assessments designed to identify gaps and improve organizational readiness.
- Develop and maintain policies, procedures, work instructions, templates, checklists, and other governance documentation supporting consistent contract and compliance practices across the enterprise.
Small-Business Subcontracting
- Develop, coordinate, maintain, and administer required small-business subcontracting plans associated with applicable government contracts.
- Partner with Procurement, Supply Chain, Finance, and operating leadership to gather required subcontracting information and monitor performance against established goals.
- Prepare and coordinate required periodic subcontracting reports and other government submissions.
- Maintain supporting documentation necessary to demonstrate compliance with applicable subcontracting requirements.
- Identify potential gaps or risks related to subcontracting commitments and coordinate corrective actions with appropriate stakeholders.
Export Controls & ITAR
- Serve as a primary internal coordinator for the Company's export-control and ITAR compliance activities in partnership with leadership, Legal, Information Technology, Sales, Operations, and other applicable functions.
- Coordinate the preparation, submission, maintenance, and renewal of export licenses, agreements, registrations, or other required export-control documentation.
- Review business activities, transactions, customer requirements, and contractual obligations for potential ITAR, EAR, export licensing, or other export-control considerations and coordinate appropriate review where necessary.
- Support processes for identifying, handling, safeguarding, transferring, and controlling access to export-controlled information and technical data.
- Coordinate with internal stakeholders and outside subject matter experts when regulatory interpretation or specialized export-control guidance is required.
- Maintain appropriate records supporting export-control and ITAR compliance activities.
- Assist with development and maintenance of export-control policies, procedures, training materials, and compliance documentation.
CMMC & Defense-Industry Compliance
- Serve as the Contracts & Compliance functional partner for CMMC, NIST, and related Department of Defense cybersecurity compliance requirements.
- Review contractual cybersecurity requirements and coordinate identification, assignment, tracking, and documentation of applicable obligations.
- Partner closely with Information Technology and cybersecurity personnel responsible for implementing and maintaining technical security controls.
- Work closely with Information Technology and cybersecurity personnel on the development, maintenance, and coordination of technical cybersecurity and CMMC compliance documentation, while supporting the contractual and administrative documentation necessary to demonstrate organizational compliance.
- Assist with preparation for customer reviews, assessments, audits, certifications, or other compliance validation activities.
- Maintain appropriate contractual and compliance records supporting organizational CMMC readiness.
- Monitor relevant contractual developments affecting the Company's defense-industry compliance obligations and communicate potential impacts to appropriate stakeholders.
The Contracts & Compliance Manager owns coordination and governance of applicable contractual requirements; responsibility for design, implementation, and operation of technical cybersecurity controls remains with the appropriate Information Technology and cybersecurity functions. Compliance Governance & Functional Ownership
- Establish and maintain standardized enterprise processes for contracts administration and related compliance activities.
- Develop dashboards, trackers, reporting mechanisms, and other tools that provide leadership with visibility into compliance obligations, upcoming deadlines, identified risks, and remediation activities.
- Conduct periodic reviews of applicable contracts and compliance processes to identify gaps, inconsistencies, and opportunities for improvement.
- Coordinate corrective actions and follow through with responsible stakeholders to ensure identified issues are appropriately addressed.
- Serve as a resource to operating companies regarding government-contracting and related compliance requirements.
- Provide training, guidance, and practical support to employees and leaders responsible for executing contractual or compliance obligations.
- Promote consistent documentation and recordkeeping practices across applicable Company locations.
- Support due diligence, integration, and compliance-assessment activities associated with acquisitions, new customers, new contracts, or expansion into regulated markets.
- Assist executive leadership with evaluating compliance risks and organizational resource needs as the Company's government and defense business evolves.
- Coordinate with outside counsel, consultants, auditors, and other external subject matter experts as appropriate.
Supervisory Responsibilities This position does not currently have direct supervisory responsibility. The Contracts & Compliance Manager is responsible for functional leadership and ownership of the Company's contracts and compliance processes, including coordinating activities performed by employees across multiple departments and operating locations. As the Contracts & Compliance function develops, the position may assume responsibility for supervising additional contracts, compliance, or administrative personnel. Additional Duties Employees may be required to perform other related duties as assigned to meet business needs. Minimum Qualifications
- Bachelor's degree in Business Administration, Legal Studies, Contract Management, Supply Chain, Finance, Accounting, or a related discipline; equivalent combinations of relevant education and progressively responsible experience may be considered.
- Five (5) or more years of progressively responsible experience in government contracting, contract administration, regulatory compliance, export compliance, legal/paralegal operations, or a related field.
- Demonstrated experience independently managing complex contractual, regulatory, or compliance requirements.
- Working knowledge of U.S. Government contracting requirements, including experience reviewing or administering contracts subject to FAR and/or DFARS requirements.
- Experience reviewing contracts, solicitations, purchase orders, amendments, or similar documents to identify contractual requirements and compliance obligations.
- Demonstrated ability to coordinate complex activities across multiple departments, business units, or stakeholders.
- Experience developing and maintaining compliance documentation, reports, procedures, tracking mechanisms, or similar governance tools.
- Strong written communication, organizational, analytical, and documentation skills.
- Ability to interpret complex contractual and regulatory requirements, identify areas requiring additional expertise, and appropriately escalate matters for legal or technical interpretation.
- Ability to manage multiple priorities and recurring compliance deadlines with a high degree of accuracy and accountability.
- Ability to travel to Company locations as business needs require.
Preferred Qualifications
- Experience supporting U.S. Department of Defense, Defense Logistics Agency, or other federal government contracts.
- Experience with FAR, DFARS, government representations and certifications, contract modifications, and government reporting requirements.
- Experience developing or administering small-business subcontracting plans and associated reporting.
- Working knowledge of the International Traffic in Arms Regulations (ITAR), Export Administration Regulations (EAR), and U.S. export-control requirements.
- Experience coordinating export-license applications, registrations, agreements, or related export-control documentation.
- Familiarity with CMMC, NIST SP 800-171, Controlled Unclassified Information (CUI), and defense-industry cybersecurity requirements.
- Experience supporting aerospace, defense, manufacturing, or other highly regulated industries.
- Paralegal certification, Certified Federal Contracts Manager (CFCM), Certified Professional Contracts Manager (CPCM), Export Compliance Professional certification, or other relevant professional credential.
- Experience supporting multi-site or multi-entity organizations.
Knowledge, Skills, and Abilities
- Strong understanding of contract administration and compliance-management principles.
- Ability to establish structure and ownership in environments where processes may historically have been decentralized or handled independently by individual business units.
- Ability to translate complex contractual and regulatory requirements into practical actions, responsibilities, and processes.
- Strong analytical skills and attention to detail.
- Excellent organizational and project-management capabilities.
- Strong written communication and documentation skills.
- Ability to communicate effectively with executives, operational leaders, technical personnel, customers, government representatives, attorneys, consultants, and other stakeholders.
- Ability to exercise sound judgment and recognize when matters require escalation to Legal, executive leadership, Information Technology, or other subject matter experts.
- Ability to influence and coordinate across functions without relying on direct reporting authority.
- Strong sense of ownership, accountability, discretion, and professional integrity.
- Ability to independently prioritize work and drive matters through completion.
- Ability to develop scalable processes that can be consistently applied across multiple operating companies and locations.
Physical Requirements
- Ability to sit for extended periods while working on a computer
- Ability to communicate effectively in person, via phone, video conference, and electronically
- Ability to review detailed documents and data for extended periods
- Occasional lifting of up to 15 pounds
Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. Work Environment This position may operate in a hybrid or remote work environment, with preference for proximity to one of the Company's operating locations. Regular interaction with employees and leaders across multiple locations and time zones is expected. Travel to Company facilities, customer locations, government-related meetings, trainingevents, or other business locations may be required based on business needs. The position routinely uses standard office and computer equipment and requires prolonged periods of working at a computer. The work environment characteristics described are representative of those encountered while performing essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. Export Control / ITAR Compliance Statement This position may require access to information and items subject to U.S. export control laws and regulations, including the International Traffic in Arms Regulations (ITAR) and the Export Administration Regulations (EAR). Access to such information is restricted to U.S. persons as defined under applicable law. Employment in this position is contingent upon the candidate’s ability to comply with U.S. export control requirements and, where applicable, the company’s ability to obtain any required authorization. Equal Employment Opportunity Statement Polymer Concepts Technologies PBY, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law. This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, or skills required. Employees may be required to perform other related duties as assigned, consistent with business needs.
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