Bartlett Maritime: Supporting Scaling Operations and Managing Complex Back-Office Functions
Overview
Bartlett Maritime, a start-up focused on providing critical workforce and maintenance solutions for the U.S. Nuclear Navy, faced a challenge in establishing back-office functions including accounting and specifically for government contracts. To address these needs, Bartlett Maritime partnered with NeoSystems, leveraging its expertise in government contracting, accounting, and compliance. This partnership allowed Bartlett Maritime to focus on its core business while efficiently managing critical operational processes.
Company Background
Bartlett Maritime’s mission is to address maintenance delays and the shortage of trained welders and other skilled workers for the U.S. Nuclear Navy. Through its innovative Rotational Workforce Program (RWP), the company was awarded contracts to develop and deploy a skilled workforce to Newport News, Virginia. As a start-up, setting up and managing support functions became an immediate need and a pressing challenge.
The Challenges
Ted Dalheim, CFO of Bartlett Maritime, described the company’s early-stage hurdles:
- Establishing Back-Office Functions: Bartlett Maritime lacked the resources and personnel to manage essential accounting, payroll, and reporting functions, which were critical for operations and compliance.
- Government Contracting Compliance: Meeting the stringent requirements for U.S. government contracts was a challenge for a start-up company with limited staff.
- Cost Concerns: Hiring multiple full-time employees for back-office functions wasn’t financially feasible for a nimble start-up like Bartlett Maritime.
Why Bartlett Maritime Chose NeoSystems
Mr. Dalheim discovered NeoSystems while researching firms that provide fractional back-office support. NeoSystems’ specialized expertise in government contracting and its ability to provide scalable, flexible solutions aligned perfectly with Bartlett Maritime’s needs.
Mr. Dalheim identified these key factors in choosing NeoSystems:
- Expertise in Government Contracting: NeoSystems’ familiarity with government compliance protocols and handling contracts was a critical requirement.
- Fractional Service Model: NeoSystems offered a cost-effective way to access highly-skilled professionals on an as-needed basis, which was ideal for a start-up avoiding full-time overhead.
- Comprehensive Services: NeoSystems provided integrated solutions for accounting, payroll, and IT infrastructure, allowing Bartlett Maritime to source all back-office functions from one provider.
NeoSystems Solutions
NeoSystems implemented targeted solutions that addressed Bartlett Maritime’s operational and compliance challenges. NeoSystems provided end-to-end accounting and IT services that included:
- General Accounting functions including general ledger, cost accounting, accounts payable, treasury management and financial statement preparation.
- Payroll Management: Payroll responsibilities were transitioned to NeoSystems, freeing up company HR resources and improving efficiency.
- Audit Support: Their expertise streamlined the audit process, reducing time and ensuring all documentation was properly structured for government requirements.
- Cost Efficiency: NeoSystems’ fractional service model helped Bartlett Maritime save significantly by avoiding the costs of hiring full-time employees for specialized roles.
- IT Assistance: NeoSystems was able to stand up Bartlett Maritime’s IT network on compliant, secure, cloud-based systems while also providing laptop and desktop hardware and software.
“Having NeoSystems manage our accounting and IT functions was incredibly cost-effective,” remarked Mr. Dalheim. “It allowed us to focus on growing our business rather than building internal accounting and information technology departments from scratch.”
Government Contracting Expertise
NeoSystems’ deep understanding of government contracting requirements was instrumental in Bartlett Maritime’s compliance and operational success. This included:
- Design of the Cost accounting system and related Disclosure Statement(s)
- Managing contracts to ensure adherence to U.S. government regulations.
- Advising on best practices for navigating audits and government-related processes.
“NeoSystems’ knowledge of government contracting gave us the confidence to meet all requirements efficiently,” Mr. Dalheim shared.
Results and Benefits
The partnership with NeoSystems enabled Bartlett Maritime to:
- Focus on Core Operations: By outsourcing back-office functions, Bartlett Maritime’s small team could dedicate more time and resources to its programs and client delivery.
- Achieve Cost Savings: The fractional service model saved significant costs compared to hiring full-time back-office staff.
- Ensure Government Compliance: NeoSystems’ expertise streamlined the time and process required to meet future CAS compliance processes.
- Maintain 24/7 Support: The availability of NeoSystems’ team ensured uninterrupted operation for critical functions.
Mr. Dalheim shared, “NeoSystems has been a game-changer for us. Their expertise in government contracting and ability to provide critical back-office functions has given us the operational freedom to focus on what we do best. NeoSystems listens to our feedback and demonstrates a commitment to improving the experience. I’d absolutely recommend their services to other start-ups looking for scalable, cost-effective solutions.”
