Subcontracts Administrator

OVERVIEW

Independently performs a variety of assignments involving subcontracting duties and responsibilities for projects involving high dollar, technically unique items or critical product lines. Job role may perform the duties of the lead Subcontracts representative on smaller and/or less complex projects. This role must be fully competent in all conventional phases of subcontracting and be capable of planning and conducting tasks requiring independent judgment in the evaluation, selection, and substantial adaptation and modification of standard subcontracting techniques, procedures, and criteria. This role has a direct impact upon cost containment, efficiency and the profitability of operations and may involve direct interface with clients.

ABOUT S&B

S&B is an exceptional full-service Engineering, Procurement, and Construction (EPC) company, proudly maintaining private ownership and operation for over five decades. With our extensive experience, we have successfully undertaken diverse projects across various industries, including Oil & Gas, Chemicals, Petrochemicals, Energy Transition, Power, and Pulp & Paper.  What sets us apart is our unwavering commitment to safety, timely project completion, and cost-effective solutions. Our proven track record speaks for itself, as we consistently deliver outstanding results while adhering to the highest industry standards. Moreover, our company culture is unparalleled, fostering an environment of collaboration, innovation, and excellence.  At S&B, we understand the value of our talented team, and we ensure they are rewarded accordingly. We offer a competitive compensation package, flexible and hybrid work schedules, and a comprehensive benefits program to attract and retain the best professionals in the field.

SUPERVISORY RESPONSIBILITIES:

Generally, will direct the activities of and/or advise less experienced subcontracts personnel and administrative support personnel unless serving in a standalone role.

EDUCATION:

Normally requires a 4 year degree in Business Administration (or related curriculum) and 4 years of Subcontract Administration.

In lieu of a degree, 10 years of equivalent experience in construction related subcontract activities in which 4 of those years was experience in Subcontract Administration.

QUALIFICATIONS AND EXPERIENCE:

Requires a minimum of seven (7) years of related subcontracts experience. The ability to type and proficiency in standard Microsoft Office products is required.

Subcontract Planning & Procedures

• Ability to assist in developing Project Subcontracting Plans and Subcontract Procedures.
• Experience in creating and maintaining Project Bidders Lists.

Scheduling & Coordination

• Skilled in working with project schedulers to ensure timely subcontract awards.
• Ability to coordinate RFIs between subcontractors and technical services.

Technical & Commercial Analysis

• Proficiency in analyzing commercial and technical proposals for bid evaluations.
• Ability to lead bid meetings, clarify requirements with engineering, and complete pre-award RFIs.

Negotiation & Cost Management

• Strong negotiation skills for prices, terms, and schedules with subcontractors.
• Experience in developing and validating cost information for proposals, RFIs, and change orders.
• Ability to manage cost and schedule impacts directly with subcontractors and report findings.

Supplier & Subcontractor Management

• Skilled in soliciting quotations, analyzing bids, and selecting suppliers.
• Ability to maintain and update supplier qualification databases.
• Experience in subcontractor onboarding and ensuring compliance with safety, quality, and technical requirements.

Document Control & Reporting

• Proficiency in preparing and distributing subcontract documents, bid tabulations, and change orders.
• Ability to maintain accurate logs, records, and reports for subcontract management.
• Experience in tracking costs, manhours, and forecasting trends.

Compliance & Auditing

• Ability to audit project files for procedural compliance.
• Ownership of subcontract logs (insurance, services, facilities) and ensuring accuracy.

Leadership & Communication

• Ability to mentor junior staff and lead regular subcontractor meetings.
• Strong problem-solving skills for cost validation and vendor-related issues.
• Effective communication with engineering, construction management, and subcontractors.
• Understanding of contractual Terms & Conditions (T&Cs), including indemnification, limitation of liability, insurance requirements, warranties, payment provisions, liquidated damages, dispute resolution, scope definition, progress reporting obligations, and contractual risk management principles.
• Proven ability to negotiate commercial agreements and contract modifications, ensuring alignment with policies, objectives, client requirements and obligations.

TYPICAL DUTIES AND RESPONSIBILITIES:

• Assist in the development of Project Subcontracting Plans and Project Subcontracts Procedures.
• Assist in the development of Project Bidders List.
• Work with project scheduler during early planning phase to ensure subcontracts are awarded in a timely manner to meet project schedule.
• Consults with engineering and construction management to clarify material and scope of work requirements.
• Prepare and submit Inquiry Packages (ITB) for Subcontract Management approval.
• Analyze all Commercial and Technical portions of the proposals process for complete Commercial/Technical Bid Evaluation through ownership of bid meeting, clarifications with engineering, pre award Request for Information (RFI) completion, etc.
• Discuss needs with subcontractors, review subcontractor's alternate suggestions, and make recommendations to project/construction management with respect to cost reductions, better deliveries, and sales terms.
• Consult with subcontractors and project engineers regarding technical suitability of equipment and work methods.
• Assist with coordination efforts of Request for Information (RFI) between subcontractor and technical services.
• Handles subcontractor cost and schedule impact monthly/weekly with Subcontractor and without guidance from Subcontract Manager - working directly with Subcontractor to resolve cost impacts and report findings to Subcontract Management 
• Work directly with Subcontractor and others (coordination/management) for development and of cost information for proposals, Requests for Information (RFI), Field Change Orders (FCO), etc. with guidance from supervision.
• Negotiates prices and terms directly with Subcontractors from Subcontractors - facilitating meetings with Subcontract Management and Legal if necessary to complete Term agreements. 
• Solicit quotations and develop cost information for proposals in reference to budgetary requests, etc.
• Enters and distributes subcontracts and other subcontract documents.
• Solicit information from subcontractors regarding their capabilities and qualifications and ensure update of information in the supplier database.
• Consult with engineering and construction management to clarify material and scopes of work requirements.
• Prepare and submit request inquiry packages (ITB) under general supervision.
• Analyze commercial and technical portions of proposals to compile bid evaluation for review and approval by management.
• Consult with subcontractors and project engineers regarding technical suitability of equipment and work methods.
• Assist with coordination efforts of Request for Information (RFI's) between subcontractor and technical services.
• Receive subcontractor cost and schedule impact sheets – validate with management guidance and oversight, implement change if applicable and approved.
• Discuss needs with subcontractors, review subcontractor's alternate suggestions, and make recommendations to project management with respect to cost reductions, better deliveries, and sales terms.
• Development and submittal of cost information for proposals, Requests for Information (RFI), Field Change Orders (FCO), etc. with guidance from supervision.
• Analyze quotations and select suppliers.
• Assist Supervision in making commitments and negotiate prices and schedules.
• Solicit quotations and develop cost information for proposals in reference to budgetary requests, etc.
• Create bid tabulation forms and other subcontract documents.
• Obtain routine cost information for estimating purposes as requested with oversight by supervision.
• Enter and distribute subcontracts and other subcontract documents.
• Solicit information from subcontractors regarding their capabilities and qualifications and ensure update of information in the supplier database.
• Assist subcontractors with site pre-requisite requirements and on boarding.
• Ensure subcontractor compliance with site safety, quality and technical requirements.
• Ensure maintenance and accuracy of daily records and logs.
• Create reports on regular basis for review and distribution by Subcontract Management.
• Track and report subcontractor costs including commitment of invoice billings, possible T&M overages and resolution of discrepancies, etc.
• Track and report daily and weekly manhours, forecasting trends and overages to Subcontract Management.
• Ownership of all project specific subcontract logs such as insurance expiration, monthly servicing, temporary facility and service details. If subordinate is responsible, audit for accuracy and consistency to communicate trends or tasks associated.
• Control and audit (for compliance by others) of project files for project procedural compliance.
• Create and report forecasting trends to Subcontract Management.
• Control of subcontract document execution such as addendums, change order agreements and notice to proceed signatures.
• Mentor all subordinate levels of team staff.
• Host/Lead regular subcontractor meetings (daily, weekly)
• Active and direct engagement with Subcontract Coordination for problem solving, cost validation, etc.
• Assist with vendor related issues regarding commercial and field discrepancies with both project team and home office disciplines.
• Align subcontract terms, conditions, amendments, and commercial agreements with project objectives.
• Develop and maintain strategic subcontractor relationships to improve cost, quality, and schedule performance.
• Support negotiation and administration of complex and high-risk subcontracts.
• Resolve escalated commercial and contractual matters.

LANGUAGE SKILLS:

The ability to read, analyze and interpret general business periodicals, professional journals, technical bulletins and government regulations are essential requirements for this role. The ability to write reports, business correspondence and procedure manuals will also be a regular requirement for this role. The ability to effectively deliver oral presentations and to respond to questions from groups of managers, engineers, clients and subcontractors will be a daily requirement for this role. Job success often hinges upon interpersonal communication and relationship development skills. Job tasks require frequent interchange, and the successful completion of job tasks depends in large part upon effective interaction and communication with others.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

PHYSICAL DEMANDS:

Occasionally, will participate in a field trip to job site and may be assigned to a jobsite for months at a time. This requires the ability to stand, walk, reach, climb and balance. Lifting to 25 pounds may be required.

WORK ENVIRONMENT:

Normally will work in an office environment, but occasionally will participate in a field trip to job site and may be assigned to a jobsite for months at a time which may require exposure to outdoor weather conditions, loud noise, fumes, and airborne particles.

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