[Hiring] Grant & Contract Administrator @PHNX Materials

Role Description

We are looking for an experienced Grant & Contract Administrator to own the post-award financial management of our federal and state funding portfolio. The primary workload is managing our Department of Defense contracts, including a DLA SBIR Phase II award, where you will be responsible for:

• FAR/DFARS compliance
• DCAA-ready accounting
• Contract invoicing
• Incurred cost reporting

You will also support financial administration for our DOE and Ohio Coal Development Office (OCDO) grants. In total, PHNX holds ~$10M in committed federal and state funding across multiple concurrent programs.

The ideal candidate has direct experience administering DOD contracts and understands:

• FAR Part 31 cost principles
• DCAA audit requirements
• SF-1408 accounting system standards

Experience at a university Office of Sponsored Programs, federal lab, or defense contractor that managed both DOD contracts and civilian agency grants is the perfect background. You are meticulous, self-directed, and comfortable working remotely with a fast-moving startup team that treats every dollar of government funding as a privilege and a responsibility.

Qualifications

• 5+ years of experience in DOD contract administration, including hands-on management of SBIR Phase II or similar cost-reimbursable contracts under FAR/DFARS.
• Working knowledge of FAR Part 31 cost principles, FAR 52.216-7 billing requirements, and DCAA accounting system standards (SF-1408).
• Direct experience preparing or supporting DCAA preaward surveys, accounting system audits, or incurred cost submissions.
• Demonstrated ability to set up and maintain DCAA-compliant accounting practices: direct/indirect cost segregation, timekeeping systems, indirect rate development, and unallowable cost identification.
• Experience with DOE, DOD, or similar federal agency grant/award financial reporting (SF-425, progress reports).
• Strong proficiency in Excel/Google Sheets and familiarity with accounting or ERP systems used in government contracting (e.g., QuickBooks with job costing, Unanet, Deltek).
• U.S. citizenship (required due to federal funding obligations).

Requirements

• Experience at a university Office of Sponsored Programs, FFRDC, or defense contractor that managed both DOD contracts and civilian agency (DOE, NSF) grants.
• Familiarity with DLA-specific SBIR contract terms, including Clause H-08 (public release), foreign national disclosure requirements, and ITAR/EAR considerations.
• Experience with 2 CFR 200 (Uniform Guidance) for DOE or other civilian agency grants.
• Experience with DOE Office of Fossil Energy, ARPA-E, or EnergyWerx award administration.
• CRA (Certified Research Administrator) or CFCM (Certified Federal Contracts Manager) certification.
• Experience supporting early-stage companies or spin-outs navigating federal contracts and grants for the first time.
• Comfort working in a fast-paced startup environment with minimal bureaucratic infrastructure.

Benefits

• The chance to directly support the reshoring of America’s critical mineral supply chain.
• A mission-driven team working at the intersection of climate change, national security, jobs for disenfranchised communities, and industrial innovation.
• Flexibility to work remotely on your own schedule.
• A growing grant portfolio with increasing scope and responsibility.
• Potential path to a permanent role as PHNX scales.