Grant & Contract Administrator

Remote | Part-Time (20–30 hrs/week) | Contract-to-Hire

About PHNX Materials

PHNX Materials refines industrial waste into critical products for the semiconductor, building materials, and agriculture industries. Our proprietary technology converts landfilled coal ash into cement replacement material, fertilizer, and domestic sources of gallium, germanium, and other critical metals. Founded by Stanford and Tesla alumni, PHNX has raised $15M+ and is backed by leading venture and government partners. We operate pilot and demo facilities in Ohio, with headquarters in San Leandro, CA.

Role Summary

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, and 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, and 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.

Job Details

• Part-time, remote position (approximately 20–30 hours per week), with flexibility to scale as the portfolio grows.

• Contract or W-2 depending on preference; potential to convert to a permanent role.

• Compensation: $25–$30/hour, commensurate with experience.

• Must be a U.S. citizen. This is a firm requirement due to the nature of our federal funding obligations.

Key Responsibilities

DOD Contract Administration (Primary Workload)

• Serve as the primary administrator for PHNX’s DLA SBIR Phase II contract, managing invoicing, cost tracking, and compliance with FAR/DFARS requirements.

• Maintain a DCAA-compliant accounting system, ensuring proper segregation of direct and indirect costs, timekeeping compliance across all employees (including executives), and accurate indirect rate calculations.

• Prepare and submit contract invoices (progress billings) in accordance with FAR 52.216-7, reconciling provisional billing rates against actuals.

• Prepare the annual incurred cost submission to DCAA within six months of fiscal year-end, and manage the true-up process for provisional billings.

• Ensure PHNX meets the SBIR percentage-of-work requirements (minimum 40% performed by prime contractor) and maintain documentation to substantiate compliance.

• Serve as primary point of contact for DCMA contracting officers and DCAA auditors; lead preparation for preaward surveys, post-award accounting system audits, and floor checks.

• Track and enforce cost allowability under FAR Part 31, flagging unallowable costs before they are charged to contracts.

• Manage DLA Clause H-08 public release review requirements, coordinating with the CEO on any external communications related to contract work.

• Maintain all documentation required for DFARS compliance, including foreign national disclosures, data rights provisions (DFARS 227), and NIST SP 800-171 self-assessment records.

DOE & State Grant Administration (Secondary)

• Prepare and submit reimbursement requests and financial reports (SF-425) to DOE in accordance with quarterly cash disbursement schedules.

• Manage the OCDO reimbursement-only workflow, ensuring timely submission of expense documentation and drawdowns.

• Ensure compliance with 2 CFR 200 (Uniform Guidance) for all grant-funded activities, including cost-share documentation and subrecipient monitoring.

• Track expenditures against approved budgets by cost category (labor, materials, equipment, travel, subcontracts, indirect costs) and reconcile with internal accounting records monthly.

Budget Management & Cross-Portfolio Coordination

• Maintain detailed budget-vs-actuals tracking across all active contracts and grants.

• Flag burn-rate variances, underspend risks, and budget modification needs to the CEO and operations team.

• Coordinate budget reallocations, no-cost extensions, and contract modifications as needed, preparing justification memos and agency correspondence.

• Interface with our external bookkeeper and accountants to ensure contract and grant accounting is properly integrated into PHNX’s general ledger.

Process & Systems

• Stand up and maintain contract and grant administration processes, templates, and filing systems appropriate for a startup scaling from 3 to 5+ concurrent federal/state awards.

• Serve as a point of contact for DLA/DCMA contracting officers, DCAA auditors, DOE grants management specialists, and OCDO financial representatives.

• Implement company-wide timekeeping policies that meet DCAA standards, and train internal team members on compliance basics (allowable costs, procurement standards, labor charging).

Qualifications

Required

• 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).

Preferred

• 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.

What We Offer

• 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.

Note: We only accept U.S. citizens for this role due to obligations around our federal funding.

PHNX Materials is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, disability, protected Veteran status, age, or any other characteristic protected by applicable law.