Contracts & Business Operations Specialist PMTS, Inc Montgomery, AL Job Details Full-time $80,000 - $85,000 a year 1 day ago Benefits Health insurance Dental insurance Paid time off Vision insurance Life insurance Qualifications Microsoft Excel Administrative experience Business Administration Business Associate's degree Full Job Description Position Summary PMTS is seeking a Contracts & Business Operations Specialist who is responsible for the day-to-day administration of PMTS's recurring business operations activities, including document control and administrative coordination, opportunity pipeline management, capture management support, and contract invoicing support. This position consolidates recurring administrative, pipeline, capture, and invoicing functions under a single owner to improve accountability, reduce administrative burden across the team, and provide greater consistency in how these activities are managed and tracked. This role operates independently within established processes, exercising sound judgment and attention to detail while coordinating closely with program leads, contracts staff, and company leadership. The Specialist prepares and submits recurring deliverables and administrative actions; final approval and release authority for invoices and contract actions remain with leadership. Key Responsibilities Administrative Coordination and Document Control (~35%) Maintain centralized and organized electronic records, including consistent file naming, version control, and document retention. Track recurring administrative requirements, deadlines, and action items across the organization. Manage documents requiring review, approval, signature, or submission, and coordinate follow-up as needed. Maintain operational trackers and provide visibility into pending actions and upcoming requirements. Support recurring reports, meeting materials, correspondence, and other administrative documentation. Maintain contract files, modifications, correspondence, and related records, ensuring documentation is complete and organized. Support administration of Blanket Purchase Agreements (BPAs) and other recurring contract vehicles, including documentation, deliverable tracking, and administrative requirements. Develop and maintain desk guides, standard operating procedures (SOPs), templates, and recurring-process documentation for assigned business operations functions. Opportunity Identification and Pipeline Support (~20%) Review the daily opportunity brief generated by PMTS's automated opportunity pipeline and triage every item against PMTS fit criteria — NAICS alignment, contract vehicle, size, geography, and past performance match. Produce a short-list with a one-paragraph summary and preliminary pursue/no-pursue recommendation for each surviving opportunity; final pursuit decisions remain with designated company leadership. Maintain the pipeline tracker, including stage, owner, key dates, and current status for every active pursuit. Own the RFP calendar — question deadlines, amendment releases, and submission dates — and proactively escalate approaching deadlines. Monitor recompete windows on tracked incumbent contracts and flag them well ahead of solicitation release. Maintain registrations and portal accounts, including the SAM.gov entity record, GSA eBuy, and agency-specific vendor portals. Capture Management Support (~30%) Lead the development of capture plans, competitive assessments, and win strategies for priority pursuits. Coordinate teaming partner identification and outreach, and track related agreements (NDAs, teaming agreements). Organize and documenting capture reviews, including black hat sessions, gate reviews, and capture status briefings. Maintain customer engagement and call plans, tracking touchpoints, key contacts, and relationship-building activities. Support price-to-win analysis and competitive intelligence gathering for tracked opportunities. Maintain capture management tracker/CRM entries, ensuring accurate stage, probability of win (Pwin), and key milestone data. Develop win themes, discriminators, and value propositions to inform proposal development. Invoicing and Contract Administration (~15%) Prepare monthly invoices for leadership approval and submit approved invoices through PIEE/WAWF, the Invoice Processing Platform (IPP), and other agency-specified systems. Reconcile labor hours and timesheets to invoice lines prior to submission and resolve discrepancies with project leads. Process subcontractor invoices, verify them against subcontract terms, and apply contractual pass-through fees correctly. Track receivables, monitor payment status, and research and correct rejected or suspended invoices. Update contract financial trackers for funding actions, ceiling values, period-of-performance dates, invoice status, and related contract administration requirements. Support contract closeout documentation. Education and Experience Associate's degree in Business Administration, Contract Management, or a related field, or equivalent relevant professional experience. Bachelor's degree preferred. 3+ years of administrative operations experience with strong attention to detail and demonstrated ability to manage recurring processes independently. Experience supporting government contracts, invoicing, or contract administration is strongly preferred. Familiarity with federal contracting systems (e.g., SAM.gov, PIEE/WAWF, GSA eBuy, IPP, and agency-specific vendor portals) is a plus. Exposure to capture management processes and industry-standard methodologies (e.g., Shipley) is a plus. Knowledge, Skills, and Abilities Strong organizational, coordination, and document-management skills, with the ability to manage multiple workstreams simultaneously. Ability to follow established processes with limited oversight while exercising sound judgment on exceptions. Excellent written and verbal communication skills, including the ability to summarize opportunities and status clearly and concisely. High degree of accuracy and attention to detail, particularly when reconciling financial and contractual data. Proficiency with Microsoft Office (Excel, Word, Outlook, SharePoint/Teams) and comfort learning new business systems and portals. Ability to prioritize competing deadlines and proactively escalate risks and approaching due dates. Discretion in handling sensitive contractual, financial, and proprietary information. Working knowledge of capture management concepts — competitive assessments, teaming, price-to-win, and win themes — and the ability to support capture managers through the pursuit lifecycle.

Job Type:

Full-time Pay:

$80,000.00 - $85,000.00 per year

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person