Catalog & Technical Documentation Administrator

Catalog & Technical Documentation Administrator

This role supports a DoD contract where products are catalogued against a defined contractual structure, including Contract Line Item Numbers and Subline Item Numbers (CLINs/SLINs), before they can be quoted, purchased, delivered, or renewed.

The Catalog & Technical Documentation Administrator maintains accurate product, pricing, and supporting documentation within the contract catalog. This person researches vendor information, prepares structured catalog records, tracks product changes, and coordinates with Finance, Purchasing, Asset Management, Logistics, technical staff, and the Program Management Office (PMO).

This is a hands-on role combining business operations, product research, spreadsheet work, and technical learning. Successful candidates bring sound judgment, attention to detail, comfort working with numbers, and the ability to learn unfamiliar products and systems. Relevant experience may come from business ownership, operations, account management, purchasing, or other work requiring accurate records and independent follow-through.

This is a 100% remote position.

Responsibilities

• Build and maintain bills of materials (BOMs) and catalog records for communications and networking equipment, associated software and licenses, virtual machines, storage, servers, endpoints, and related peripherals.
• Research vendor datasheets, product descriptions, licensing information, and other supporting documentation to identify product specifications, purchase options, dependencies, and support requirements.
• Compare proposed catalog items against documented requirements for their assigned CLIN/SLIN; document the proposed SKU-to-SLIN mapping and supporting information, and coordinate technical or contractual questions with designated reviewers before approval.
• Prepare and load structured import files into the proprietary catalog/contract management system, including SLIN/SKU identifiers, descriptions, specifications, quantities, pricing, parent/child option relationships, and configuration information.
• Research and document End-of-Life (EOL), End-of-Sale (EOS), and End-of-Maintenance (EOM) schedules. Coordinate with technical staff to verify replacements and update affected catalog records, BOMs, and product relationships.
• Gather and organize product pricing, including discounts, margins, recurring charges, one-time purchases, and monthly versus outright purchase considerations. Prepare supporting calculations and documentation for Finance review.
• Coordinate with Asset Management and Logistics to identify items requiring serial-number tracking, delivery tracking, maintenance coverage, or renewal tracking.
• Review catalog data for accuracy, completeness, duplicate entries, and consistency with approved contractual requirements. Maintain supporting documentation, change history, and approval records.
• Track catalog items through research, review, approval, updates, replacement, and retirement. Follow up on missing information and escalate unresolved questions.
• Perform related administrative, data entry, and reporting tasks, and support the PMO with product documentation and reporting as requested.

Required Qualifications

• U.S. Citizenship.
• Ability to obtain and maintain eligibility for a Secret clearance.
• 2 years with BS/BA; 6 years with no degree
• Experience maintaining accurate records, tracking costs or financial information, and resolving discrepancies.
• Comfort with business math, including percentages, discounts, costs, and monthly versus annual charges; ability to learn margin and amortization calculations.
• Demonstrated technical aptitude and willingness to research unfamiliar equipment, software, and systems. This may be demonstrated through professional experience, independent study, or hands-on technical projects.
• Ability to read product information, compare specifications, identify missing or conflicting information, and recognize when technical review is needed.
• Clear written communication and consistent documentation habits, including recording sources, changes, decisions, and approvals.
• Ability to learn proprietary business systems, follow structured procedures, manage competing priorities, and complete assigned work with limited day-to-day direction.
• Ability to coordinate professionally across Finance, Purchasing, Asset Management, Logistics, PMO, and technical teams.

Desired Qualifications

• Experience maintaining a product catalog, inventory list, SKU master, price list, purchasing records, or BOM library.
• Experience with product ordering, estimating, vendor quotes, customer accounts, or business financial tracking.
• Advanced Excel skills, including pivot tables, lookup functions, data validation, and reconciliation of large datasets.
• Hands-on familiarity with computers, networking equipment, hardware configuration, software installation, or technical troubleshooting.
• Familiarity with enterprise IT products or the ability to distinguish hardware, software, subscriptions, perpetual licenses, maintenance, and support offerings.
• Experience with structured data imports, business management systems, inventory systems, or contract management applications.
• Exposure to government contracting, controlled documentation, or processes requiring traceable records and approvals.
• Relevant technical training or certifications, or willingness to pursue role-appropriate training.
• Working proficiency in Microsoft Excel, including organizing spreadsheets, sorting and filtering data, using basic formulas, and comparing records across worksheets; ability and willingness to develop proficiency in pivot tables, data validation, and larger-file reconciliation.

Preference for candidates located in Oklahoma or the Oklahoma City metro area to support periodic in-person one-on-one meetings, customer meetings or functions, and occasional team meetings.

Standard business hours with cross-functional coordination are required. Candidates must maintain a quiet, distraction-free home office environment.

Training will be provided on the proprietary catalog system, contractual catalog structure, documentation standards, and applicable product and licensing concepts. The administrator will work with designated technical and contractual reviewers as product knowledge develops.