Subcontract Closeout Specialist

Do you love to dig into contract details and drive process improvements?

Are you searching for important work in federal contracting and compliance?

Do you like contributing to cross-functional projects with national impact?

If so, we're looking for someone like you to join our team at APL.

We are seeking a highly skilled and detail-oriented Subcontract Closeout Specialist to lead the subcontract closeout process as part of our prime contract closeout efforts. This position plays a critical role in ensuring compliance with contractual, regulatory, and organizational requirements. The ideal candidate will also contribute to the development and refinement of policies and procedures to guide the subcontract management team through efficient and effective closeout processes

Key Responsibilities

Subcontract Closeout

• Lead the review and closeout of subcontract actions in compliance with prime contract terms, organizational policies, and federal regulations (e.g., FAR, DFARS).
• Conduct detailed analysis of subcontract documentation to identify outstanding obligations, including final invoices, audits, property reconciliations, and deliverables.
• Partner with subcontract managers and financial teams to confirm final costs, resolve discrepancies, and obtain required approvals.
• Coordinate with external subcontractors to collect all necessary closeout documentation, such as final release of claims, certifications, and other contractual requirements.
• Monitor and track the status of subcontract closeout actions, ensuring timely completion and reporting progress to leadership.

Policy and Procedure Development

• Develop, implement, and maintain comprehensive policies and procedures for subcontract closeout processes.
• Standardize templates and tools to streamline subcontract closeout workflows and improve operational efficiency.
• Collaborate with subcontract managers, legal teams, and compliance specialists to ensure policies align with best practices and regulatory requirements.
• Provide training and guidance to subcontract management staff on the closeout process, policies, and systems.

Compliance and Auditing

• Ensure all subcontract closeout activities meet organizational standards and federal regulations, including FAR/DFARS clauses.
• Support audits by providing required documentation and addressing audit findings related to subcontract closeouts.

Stakeholder Collaboration

• Act as a liaison between subcontract managers, finance, legal, and external stakeholders to resolve closeout challenges.
• Facilitate cross-functional meetings to address complex or high-value subcontract closeout issues.

You meet our minimum qualifications for the job if you have...

• A Bachelor's degree in Business, Contract Management, Finance, or related field
• 5+ years of subcontract administration or closeout experience, including work on cost-reimbursable, time-and-materials, and fixed-price subcontract types
• Working knowledge of the FAR (Federal Acquisition Regulation), especially Parts 4, 16, 42, and 49
• Demonstrated experience preparing or reviewing final cost vouchers, subcontractor release forms, and property/closeout certifications
• Strong understanding of documentation required for closeout of federally funded subcontracts
• Excellent attention to detail, analytical skills, and ability to manage a high volume of closeouts across multiple projects
• Proficiency in Microsoft Office Suite (particularly Excel) and SharePoint

You'll go above and beyond our minimum requirements if you have...

• 8+ years of subcontract administration or closeout experience, including extensive work on cost-reimbursable, time-and-materials, and fixed-price subcontract types

• Personally closed out a high volume of complex subcontracts, including those involving:

  • Universities

  • FFRDCs

  • Small businesses with approved purchasing systems

• Hands-on experience supporting or responding to DCAA or DCMA audits
• Familiarity with incurred cost submissions, rate reconciliations, and audit-ready file reviews
• Experience coordinating final rate settlements and tracking rate adjustments across multiple years
• Helped develop or refine subcontract closeout policies, standard operating procedures, and tools (e.g. closeout trackers, document templates)
• Advised on risk-based closeout approaches or recovery of unclaimed costs

Why work at APL?

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation's most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

At APL, we celebrate our differences of perspectives and encourage creativity and bold, new ideas. Our employees enjoy generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. APL's campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities at http://www.jhuapl.edu/careers.

#LI-KW1

Why Work at APL?

The Johns Hopkins University Applied Physics Laboratory (APL) brings world-class expertise to our nation's most critical defense, security, space and science challenges. While we are dedicated to solving complex challenges and pioneering new technologies, what makes us truly outstanding is our culture. We offer a vibrant, welcoming atmosphere where you can bring your authentic self to work, continue to grow, and build strong connections with inspiring teammates.

At APL, we celebrate our differences of perspectives and encourage creativity and bold, new ideas. Our employees enjoy generous benefits, including a robust education assistance program, unparalleled retirement contributions, and a healthy work/life balance. APL's campus is located in the Baltimore-Washington metro area. Learn more about our career opportunities athttp://www.jhuapl.edu/careers.

All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, physical or mental disability, genetic information, veteran status, occupation, marital or familial status, political opinion, personal appearance, or any other characteristic protected by applicable law.APL is committed to providing reasonable accommodation to individuals of all abilities, including those with disabilities. If you require a reasonable accommodation to participate in any part of the hiring process, please contactAccommodations@jhuapl.edu.

The referenced pay range is based on JHU APL's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level with consideration for internal parity. For salaried employees scheduled to work less than 40 hours per week, annual salary will be prorated based on the number of hours worked. APL may offer bonuses or other forms of compensation per internal policy and/or contractual designation. Additional compensation may be provided in the form of a sign-on bonus, relocation benefits, locality allowance or discretionary payments for exceptional performance. APL provides eligible staff with a comprehensive benefits package including retirement plans, paid time off, medical, dental, vision, life insurance, short-term disability, long-term disability, flexible spending accounts, education assistance, and training and development. Applications are accepted on a rolling basis.