Disclaimer: The purpose of this document is to provide a summary of the generic functions/tasks associated with this position. It is not an exhaustive or comprehensive list of all possible position responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the incumbent might differ from those outlined here and additional duties may be assigned at the manager’s discretion. The position description details as outlined below are also subject to change or reassigned at any time.

Business Title: Contracting and Proposal Analyst
Supervisory Responsibilities: No
Status: Exempt
Overtime Eligible: No
Supervisor: Director, Business Operations

Purpose/Summary:

Responsible to the Director of Business Operations for day-to-day oversight of contracting and proposal activities pertaining to the operation and maintenance of company owned and/or operated vessels, maritime services, and specialized vessel management activities. Plans, organizes, and directs contracting functions. Serves as a company contracting officer with defined authority to execute binding agreements for amounts which under the terms of the operating contracts can reasonably be expected to be reimbursed by the government. Serves as Contracting Officer and Contracts Administrator for domestic and foreign contracts during surge periods. Solicits and evaluates proposals and awards and administers contracts. Manages long-term and day-to-day contracts for ship repairs, dry dockings, overhauls, equipment purchases, and professional services. Assists the Director of Business Operations in proposal development for new business pursuits.

This position is in USMMI’s Corporate office in Norfolk, Virginia.

Key Responsibilities:

Provide advice to the Purchasing Manager on all contracting matters.
Supervises managers in the negotiation, execution, and administration of complex, and high value contracts.
Liaison with Government Representatives concerning funding for special procurements.
Provides support and advice for business development activities representing company capabilities.
Responsible for independent work on projects including workload forecasting, development of performance metrics, and schedule management.
Responsible to the Purchasing Manager for developing contractual and legal terms and conditions for solicitations and contracts that mitigate risks and protect company interests.
Coordinates requests for equitable adjustments, and disputes resolution. Consults with legal counsel as necessary for assistance in drafting settlement agreements.
Oversee the assembly of solicitation packages and the submission of those requiring Government approval to the Government Contracting Officer.
Oversee the daily maintenance of contract files by Program Managers.
Attends proposal submission meetings for evaluating proposals received in response to solicitations for supplies and services needed to support vessel maintenance and operations.
Performs cost and price analysis and approves source selections.
Oversee the administration of subcontracts and contracts after award.
Liaisons with MSC, company engineering, operations, and financial personnel concerning subcontracts and contracts.
Monitors performance of subcontracts for compliance with contractual requirements.
Liaisons with MSC for day-to-day and long-term contract requirements.
Review USMMI reimbursable invoices which have been rejected by MSC and obtain data to support their reinstatement when requested by Finance.
Research contractual issues and aids the Purchasing Manager and Vice President, HSSE & Shared Services regarding compliance issues. Research claims, protests, disputes, terminations, and legal issues and provides recommendations for resolution.
Provides input for technical proposals in response to RFP's as necessary.
Acts as Competition Advocate.
Exercises contractual authority in accordance with company procedures.
Develop procurement plans for projects in excess of $100,000.
Responsible for compliance with all ISO 9001:2015 procedures applicable to the Contracting Department.
Supports commitment to safety and other selected company standards and certifications.
Updates government systems to include SAM, PETI, PRS, DIS, SPRS, EERS or EESR.
Provides support to the Director of Business Operations and other USMMI departments in the development of proposals for new business opportunities.
Performs other position-related duties as specified by management.
Position Specifications:

Education & Experience

College degree preferred (Degree must be from an accredited institution).
Five years’ experience in government contracting, at least eight years of which are related to subcontracting in the maritime industry for supplies and services that are acquired in support of Government prime contracts.
At least five years’ experience in negotiating contracts or modifications.
Technical Skills & Competencies Required

Must possess excellent written and oral skills and the ability to lead negotiations.
Effectively communicate contract terms and conditions, and resolve issues associated with contract interpretation.
Knowledgeable in Government and/or procurement procedures and application of these procedures to subcontracts awarded under Government Prime Contracts.
Must demonstrate knowledge of the marine repair industry, Government contracting, commercial contracting, and subcontracting procedures, business law, accounting, marine engineering, pricing, and development of specifications for ship repairs.
Must be familiar with fixed prices, labor hours, time and material, and cost type contracts.
Defense Acquisition University Level II Certification or equivalent.
Travel Requirements:

Low Travel Expectations (<10%)

Physical Demands & Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

General office setting, typically the employee may sit comfortably to perform the work, usually at a computer terminal with short breaks or lunch period. However, there may be some bending/stooping, reaching above shoulder level, walking; standing; carrying of light items such as papers, books, or packages of up to 25 pounds. You should be able to hear & speak clearly using phone / headset to communicate with customers; be able to navigate, view & enter information on the computer.

Operations Setting: typically, the employee must be able to be in Confined Spaces, Sit, Stand, Walk, Bend, Push/Pull, Kneel, Squat, Reaching and Twisting. Can not have any Fear of Heights. Also need the ability to consistently be able to lift 10lb – 100lb utilizing Folding Hand Truck & Dolly, Rolling Utility Carts or Single Hand Trucks (70 – 100%) of time.

Disclaimer: - The purpose of this document is to provide a summary of the generic functions/tasks associated with this position/position. It is not an exhaustive or comprehensive list of all possible position responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the incumbent might differ from those outlined here and additional duties may be assigned at the manager’s discretion. The position description details as outlined below are also subject to change/ may be reassigned at any time.

Business Title: Purchase Agent
Supervisory Responsibilities: No
Status: Exempt
Overtime Eligible: No
Supervisor: Purchasing Manager

Purpose/Summary:

Purchasing agent is responsible for acquiring goods and services required by the vessels in a timely, cost-effective manner while maintaining quality and safety standards. This role involves negotiating with vendors, tracking orders, and ensuring final delivery is made to support operational needs.

Responsible for procuring goods and services for multiple vessels as assigned.
Monitor all purchases from placement to completion and ensure timely updates.
Work closely with vessels, port engineers, finance and company agents via written and oral response.
Resolve issues related to order discrepancies, deliveries, and invoices.
Responsible for CONSOL and REFLAG purchases as assigned.
Maintain current supplier relationships and explore new alternative sources of supply.
Responsible for compliance with all ISO 9000 procedures applicable to purchasing in response to Technical Organization needs for supplies and services.
Support commitment to safety and other selected company standards and certifications.
Organization needs for supplies and services.
Evaluate vendor performance.
Responsible for independent purchase authority up to $75,000.
Performs other position-related duties as specified by management.

Position Specifications

Education and Experience

Bachelor’s degree from an accredited institution preferred but not required.
Experience as a purchasing agent or government contract specialist
with an emphasis in the Industrial/Marine environment preferred.
Prior military supply or storekeeper experience is a plus.
Computer skills with MS Word, Excel and Oracle based programs is also a

Technical Skills and Competencies Required

Must have computer skills in Microsoft Word, Windows, Outlook, and Excel.
ABS Nautical Systems (NS)
Microsoft Office Products
Freight Forwarder Tracking System
Must have excellent communications skills in the oral and written forms.
Must be able to work well under pressure in a fast-paced environment.

Learning Description

Expectation is the Buyer is to be proficient in the USMMI procurement process within 6 months in role.

Travel Requirements:

Extensive travel (including foreign travel and travel in cars, boats, ships, and airplanes) will be required to attend to shipyard maintenance, to ride vessels or visit vessels for quality assurance and general management of vessel and crews, and on short notice for casualties, to conduct investigations and to protect the company’s reputation, or as directed by management.

Physical Demands & Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General office setting, typically the employee may sit comfortably to perform the work, usually at a computer terminal with short breaks or lunch period. However, there may be some bending/stooping, reaching above shoulder level, walking; standing; carrying of light items such as papers, books, or packages of up to 25 pounds. Should be able to hear & speak clearly using phone / headset to communicate with customers; be able to navigate, view & enter information on the computer.

Operations Setting: typically, the employee must be able to be in Confined Spaces, Sit, Stand, Walk, Bend, Push/Pull, Kneel, Squat, Reaching and Twisting. Can not have any Fear of Heights. Also need the ability to consistently be able to lift 10lb – 100lb utilizing Folding Hand Truck & Dolly, Rolling Utility Carts or Single Hand Trucks (70 – 100%) of time.

Responsible for ensuring assigned vessels are crewed in accordance with contractual requirements with mariners who are properly licensed, trained, medically qualified, and possessing required security clearances. Manages and coordinates crew assignments, training, travel, and credential compliance while maintaining accurate personnel records and supporting compliance with company policies and the Safety Management System (SMS). Works closely with vessel Masters, maritime unions, training institutions, and internal departments to support safe and efficient vessel operations.

Key Responsibilities:
· Ensure assigned vessels are crewed in accordance with operating contracts and company policies.
· Crew vessels in accordance with the Safety Management System (SMS) and contractual requirements.
· Verify mariner qualifications including licenses, STCW certifications, medical certificates, and required credentials prior to assignment.
· Monitor credential expiration dates and coordinate with mariners to maintain required licenses, certifications, and medical documentation.
· Coordinate mariner travel and training required for vessel assignments.
· Maintain crewing databases and personnel files for assigned vessels.
· Maintain records and generate required crewing and personnel reports.
· Coordinate with vessel Master’s regarding crew assignments, relief planning, and personnel matters.
· Coordinate with maritime unions to ensure mariners meet dispatch requirements.
· Coordinate required training with approved training providers.
· Maintain professional relationships with maritime unions and training institutions.
· Support company commitment to safety and operational standards.
· Perform other position-related duties as assigned by management.

Position Specifications:
· Education/Experience
Bachelor’s Degree OR six years’ relevant experience in human resources, logistics, customer service, or a related field required.
· Prior maritime industry experience preferred.

Technical Skills and Competencies
· U.S. Citizenship
· Eligible for a SECRET security clearance
· Strong organizational and administrative skills with attention to detail
· Ability to manage multiple priorities in an operational environment
· Strong written and verbal communication skills
· Proficiency with Microsoft Office applications including Word, Excel, Outlook, and Teams
· Experience with Nautical Systems (NS5) preferred
· Demonstrates initiative and a willingness to learn to identify solutions and resolve issues
· Demonstrates sound judgment when resolving operational issues
· Strong team-oriented work ethic and collaborative approach to supporting operations

Purpose/Summary:
Responsible for ensuring assigned vessels are crewed in accordance with contractual requirements with mariners who are properly licensed, trained, medically qualified, and possessing required security clearances. Manages and coordinates crew assignments, training, travel, and credential compliance while maintaining accurate personnel records and supporting compliance with company policies and the Safety Management System (SMS). Works closely with vessel Masters, maritime unions, training institutions, and internal departments to support safe and efficient vessel operations.

Key Responsibilities:
• Ensure assigned vessels are crewed in accordance with operating contracts and company policies.
• Crew vessels in accordance with the Safety Management System (SMS) and contractual requirements.
• Verify mariner qualifications including licenses, STCW certifications, medical certificates, and required credentials prior to assignment.
• Monitor credential expiration dates and coordinate with mariners to maintain required licenses, certifications, and medical documentation.
• Coordinate mariner travel and training required for vessel assignments.
• Maintain crewing databases and personnel files for assigned vessels.
• Maintain records and generate required crewing and personnel reports.
• Coordinate with vessel Master’s regarding crew assignments, relief planning, and personnel matters.
• Coordinate with maritime unions to ensure mariners meet dispatch requirements.
• Coordinate required training with approved training providers.
• Maintain professional relationships with maritime unions and training institutions.
• Support company commitment to safety and operational standards.
• Perform other position-related duties as assigned by management.

Position Specifications:

• Education/Experience
Bachelor’s Degree OR six years’ relevant experience in human resources, logistics, customer service, or a related field required.
• Prior maritime industry experience preferred.

Technical Skills and Competencies
• U.S. Citizenship
• Eligible for a SECRET security clearance
• Strong organizational and administrative skills with attention to detail
• Ability to manage multiple priorities in an operational environment
• Strong written and verbal communication skills
• Proficiency with Microsoft Office applications including Word, Excel, Outlook, and Teams
• Experience with Nautical Systems (NS5) preferred
• Demonstrates initiative and a willingness to learn to identify solutions and resolve issues
• Demonstrates sound judgment when resolving operational issues
• Strong team-oriented work ethic and collaborative approach to supporting operations

Travel Requirements: Low