Contracts Coordinator

Company Description

IHMS USA, Inc. provides medical services to some of the world’s most vulnerable populations, including individuals and families who are migrating, displaced, or affected by conflict, disaster, or disease. For more than 20 years, IHMS has delivered compassionate, high-quality healthcare services across the Pacific, Europe, the Middle East, Africa, and the Americas. Headquartered in Houston, Texas, IHMS USA focuses on supporting communities across the Western Hemisphere while drawing on the global experience and best practices developed by IHMS teams around the world.

Our work is driven by a commitment to delivering safe, effective, and patient-centered care in complex environments. To support this mission, IHMS has developed accredited and compliant management systems that help ensure quality care while tracking and coordinating every aspect of patient health services. These systems promote transparency, strengthen safeguarding practices, and provide near real-time visibility into clinical operations.

We understand that many of the individuals we serve are navigating difficult and uncertain circumstances. That’s why our care model includes access to comprehensive behavioral health services when needed, ensuring patients receive both medical and emotional support.

For healthcare professionals, working with IHMS means being part of a mission-driven team dedicated to making a meaningful impact. Our teams operate around the world and stand ready to provide compassionate care wherever it is needed most. For more information, please visit: www.ihmsusa.us.

Job Description

This position is eligible for an additional sign on bonus.

The Contracts Coordinator supports site-level contract administration to help maintain uninterrupted operations. The role coordinates staffing documentation, work schedules, entry-on-duty processing, security vetting coordination, training documentation, contract reporting, personnel file maintenance, and communication with government-designated representatives and internal facility leadership. The position also supports inspections, audits, corrective actions, and records and information controls required under the contract. 

Key Responsibilities:

• Serve as a site-level coordinator for contract administration, staffing documentation, and required deliverables to support uninterrupted operations. 
• Coordinate with the Contracting Officer's Representative, local field office, project management, and facility leadership on staffing matters, schedules, risks, issues, and contract performance discussions. 
• Support transition-in and transition-out activities, including transfer of documentation, current activities, staffing details, communication planning, and training coordination. 
• Maintain or coordinate staffing plans, organizational charts, key personnel status, and required updates when positions or program management information changes. 
• Coordinate entry-on-duty readiness activities, including tracking favorable preliminary fitness determinations before start, security package status, position data, and onboarding information for assigned personnel. 
• Track and report personnel terminations, resignations, adverse or disqualifying information, misconduct, and other required employee status changes within contract timelines. 
• Coordinate work schedules, daily rosters, manpower reports, and shift documentation required by the contract. 
• Support preparation, collection, and submission of required contract reports, plans, forecasts, and records, including monthly status information, key personnel status, training records, and other items requested by the Contracting Officer's Representative. 
• Maintain personnel files and supporting records for training, experience, disciplinary actions, credentials, and other contract-required documentation. 
• Coordinate required training documentation, including training plans, forecasts, lesson plans, instructor information, certification records, refresher training, and proficiency tracking for assigned personnel. 
• Verify that required licenses, registrations, certifications, credentials, and identification items are current for positions that require them before entry on duty. 
• Support the contract compliance program by tracking audits, inspections, corrective actions, deficiencies, and timely implementation plans. 
• Maintain confidentiality of contract, personnel, patient, and government information; restrict access to authorized personnel only; and escalate security incidents within required timelines. 
• Assist with communication and coordination activities related to records management, data access, and government requests for contract-related information. 
• Attend post-award, performance evaluation, and other required management meetings and document action items and follow-up. 
• Perform other contract-administration duties within the scope of the contract and assigned authority. 
• Complete required organizational compliance education, including assigned requirements that are client-specified, for Joint Commission Healthcare Staffing Services certification or other regulatory bodies.  

This list is non-exhaustive, and the role holder may be required to undertake additional duties that are not specifically listed above. 

Qualifications

Basic Requirements/Certifications:  

• Experience in a complex health care setting as an administrator with strong business and management skills.   
• Must be proficient in Microsoft Office: Excel, Word, Power Point, Outlook (email), Windows, Social Media Platforms, and navigating the web.   
• Must have excellent oral and written communications skills.  
• Must have excellent customer service and self-organization skills.  
• Applicants must have the ability to maintain effective working relationships with all levels of employees, both inside and outside the organization. 

Education Required: 

• Bachelor’s Degree, from an accredited school reviewed by the Department of Education, in Nursing, Health Care Administration, Public Health or a related field is preferred.   

Attributes and Professional Qualities: 

• Ability to coordinate staffing, documentation, schedules, and contract deliverables. 
• Ability to maintain accurate records and timely reporting. 
• Ability to work within controlled-access and compliance-driven operations. 
• Ability to handle sensitive information with discretion and follow escalation and reporting requirements. 
• Ability to coordinate with multiple internal and government stakeholders. 

Physical Requirements: 

• Required to walk unaided at a normal pace for up to 5 minutes and maintain balance. 
• Required to jog/fast walk up to ¼ mile. 
• Requires physical exertion such as lifting objects greater than 30 pounds. 
• Required to perform CPR/emergency care standing or kneeling. 
• Must have the ability to assist sick, injured, or aging patients or staff exiting the building (may require lifting, dragging, wheeling, or carrying someone who weighs significantly more than self). 
• Must be able to see, hear and smell with aids if necessary. 
• Must be able to lift, push, or carry 30 pounds. 
• Must perform the duties of my job in a stressful and often austere environment without physical limitations. 
• Sitting and/or standing for extended periods of time. 
• Average manual dexterity for computer operation. 
• Phone or computer use for extended periods of time. 

Other Special Qualifications: 

• Must maintain current/physical residency in the continental U.S. 
• Pass a medical examination conducted by a licensed physician within 30 days prior to initial assignment. 
• U.S. citizen and have resided in the U.S. for the last five years (unless abroad on official U.S. government duty). 
• Successfully engage in and complete a thorough Background Investigation. 
• Poses or have ability to obtain required security clearances. 
• Proficiency in Spanish is preferred. 

Additional Information

Privacy Disclaimer:  Policy link

By clicking “I’m Interested” and submitting your application, you acknowledge that you have read and understood the applicable Privacy Policy (available via the link above) and agree that IHMS USA, Inc., may collect, use, store, transfer, and otherwise process your personal information in accordance with that Privacy Policy for recruitment and hiring purposes.

Compensation Disclaimer:
Pay range is based on several factors and may vary in addition to a full range of medical, financial, and/or other benefits. Final salary and offer will be determined by the applicant’s background, experience, skills, internal equity, and alignment with geographical market data.

Benefits Language (FTE roles):
Full-time positions are eligible for our comprehensive and competitive benefits package including medical, dental, vision, and basic life insurance. Additional benefits include a 401k plan, paid time off, and an annual bonus. IHMS USA, Inc. complies with all federal, state, and local minimum wage laws.

Equal Opportunity Employer (EEO) Statement:
IHMS USA, Inc. is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.