Contracts Manager

Contracts Manager

Job Summary:
The Contracts Manager plays a critical role in overseeing the lifecycle of contract activities across both government and commercial sectors. This role manages contract execution, invoicing, DD 254s, cost tracking, and corporate compliance, while also assisting with internal financial operations. Additionally, the Contracts Manager is responsible for organizing and structuring the company’s proposal development process, ensuring streamlined, compliant, and timely submissions. 
This individual supports leadership visibility into budgets and burn rates, while safeguarding the integrity of all contract and entity documentation.

About Specter Aerospace:
Specter Aerospace is building the next generation of hypersonic vehicles for defense and commercial applications. Specter is headquartered in Peabody, MA, just north of Boston, where it leverages its advanced propulsion technologies, manufacturing, and testing capabilities to rapidly develop supersonic and hypersonic systems. Funded by a mix of government R&D organizations, commercial customers, and private funding, Specter is a growing aerospace and defense startup. Close relationships with MIT, Notre Dame, AFRL, NRL, ANL, and other research organizations provide access 
to cutting-edge developments, facilities, and personnel. Specter is expanding its team in preparation for flight testing and full-scale production.

Key Responsibilities:

Contract Administration & Oversight
•  Manage the full lifecycle of contracts, including setup, modifications, extensions, and closeouts.
•  Serve as the primary point of contact for contract-related communications with clients, vendors, and government agencies.
•  Maintain complete and compliant contract documentation, including deliverables, clauses, and correspondence.

Proposal Process Management
•  Organize and structure the company’s proposal process, including RFP/RFQ review, response coordination, and submission packaging.
•  Track proposal deadlines, manage internal workflows, and ensure timely, compliant, and professional proposal submissions.
•  Maintain a library of standard proposal documents, templates, and past performance data.

DD 254 Management
•  Prepare, manage, and track DD 254s in coordination with the Facility Security Officer (FSO), clients, and subcontractors.
•  Ensure DD 254s remain accurate, current, and aligned with performance requirements for classified contracts.
•  Monitor expiration and reissuance schedules and initiate required updates.

Invoice Submission & Accounts Management
•  Submit invoices accurately through federal portals (e.g., WAWF, PIEE) and manage claw-back tracking and reconciliation.
•  Oversee AP/AR activities for major commercial clients (e.g., Boeing), ensuring proper billing, payment follow-up, and financial documentation.

Cost Code & Budget Oversight
•  Establish and maintain cost codes for major contractual tasks to support accurate tracking of expenditures.
•  Monitor and report burn rates, funding utilization, and overall budget status by task to executive leadership.
•  Collaborate with finance and program leads to align budget performance with operational execution.

Post-Award Financial Review
•  Conduct thorough financial reviews at contract closeout, including labor, material, and indirect cost analysis.
•  Prepare spend analysis reports and recommendations for future pricing and proposal strategy.

Financial & Entity Documentation Support
•  Support internal financial tasks such as reconciliations, reporting, and forecasting.
•  Maintain all corporate registrations and entity documents including SAM.gov, CAGE Code, UEI, and related records.

Qualifications:
•  Bachelor’s degree in Business, Finance, Contracts, or related field (advanced degree or NCMA certification is a plus).
•  5+ years of experience in contracts and financial administration, with a mix of federal and commercial contract support.
•  Direct experience with government invoice portals (e.g., WAWF, PIEE) and understanding of FAR/DFARS regulations.
•  Familiarity with managing DD 254s, classified contract documentation, and proposal development workflows.
•  Strong organizational and analytical skills with an ability to manage competing priorities and sensitive data.
•  Proficiency in ERP/accounting systems such as Unanet, Deltek, or similar.
•  Excellent communication skills and attention to detail.