Subcontracts Administrator

Acciona•CAN - Ontario Line North, ON

8d•CA$80,000 - CA$95,000•Hybrid

About The Position

ACCIONA is a global company focused on developing regenerative infrastructure that positively impacts society. With over 65,000 professionals in more than 40 countries, we are dedicated to designing a better planet and addressing global challenges like climate change, overpopulation, and water scarcity. We have a strong presence in Canada, delivering large infrastructure projects since 2001, spanning research, development, construction, operation, and maintenance. This Subcontracts Administrator role is crucial for a major rail infrastructure project, emphasizing health and safety. The position involves managing the entire lifecycle of subcontracts, from administration and invoice review to close-out, ensuring compliance with project requirements, budgets, and schedules. The ideal candidate will have a proven track record in managing subcontractor agreements and commercial matters, preferably within a progressive design/build contract model, with experience in complex civil or rail construction, strong commercial acumen, and a deep understanding of construction laws.

Requirements

Bachelor's degree in Civil Engineering, Construction Management, Business Administration, or a related field.
Minimum of 3–5 years of experience in subcontract administration, with a background in large-scale civil or rail construction projects preferred.
Strong understanding of construction contracts, commercial management, contract law and regulatory requirements specific to construction.
Familiarity with contract management software and tools, such as SAP, SEO, Oracle, or similar ERP systems.
Demonstrated hands-on experience in subcontract administration on a large, intricate construction project with a proven ability to read and interpret complex contract documents.
Strong commercial acumen with experience in cost analysis and financial reporting.
High level of accuracy and attention to detail in managing contracts and financial documents.
Ability to work collaboratively in a team environment.
Strong organizational and time management skills with the ability to manage and prioritize multiple tasks and deadlines.
Excellent presentation, oral, and written communication skills.
Demonstrated personal commitment to the health and safety framework, policies and management system requirements and expectations.
Flexibility to adapt to changing project requirements and environment.
Proficiency in managing subcontract agreements, including drafting, negotiation, and administration.
Ability to conduct cost and price analysis, manage budgets, and process financial claims.
Strong analytical skills with the ability to evaluate solutions and implement effective resolutions.
Skilled in negotiating terms and conditions with subcontractors to achieve favorable outcomes.
Strong sense of integrity and ethical conduct in all professional activities.

Nice To Haves

Background in large-scale civil or rail construction projects preferred.
Experience in a progressive design/build contract model.

Responsibilities

Coordinate with internal teams (commercial, construction, technical) and subcontractors to ensure compliance with all contractual obligations, including non-commercial requirements such as safety, quality, and as-built documentation.
Draft, issue, and manage all contractual correspondence, including notices, change directives, and change orders.
Lead and administer small to medium value subcontracts, cost-plus subcontracts and service agreements as needed.
Review, analyze, and negotiate subcontract terms and conditions to align with the overarching prime contract.
Participate in, prepare for and lead internal stakeholder and client/subcontractor meetings for progress updates and commercial matters.
Maintain comprehensive subcontract logs and registers, tracking all changes, extensions of time, and payments.
Ensure compliance with all relevant legal and regulatory requirements, as well as company and joint venture policies and procedures.
Assess subcontractor progress claims and invoices for internal approval with subject matter experts or relevant discipline team leads, ensuring accurate and process progress application and invoice in accordance with the joint venture or project policies and processes to ensure timely payments.
Assist the project controls team with monthly forecasts and accruals for subcontracted work.
Perform cost and price analysis in conjunction with the technical teams to evaluate subcontractor proposals and change orders.
Work with Project Controls team manage reconciliations.
Actively work to avoid disputes by maintaining clear communication and proactively managing subcontractor issues.
Liaise with construction and technical team to ensure that all subcontractors are on schedule and that any delays are promptly addressed, identifying potential issues early and work collaboratively with the teams to mitigate risk ensuring the projects stays on track and within budget.
Mitigate, identify and evaluate potential change orders and claims assisting with the resolution of outstanding commercial issues.
Coordinate with subcontracts manager and legal team as needed to address contractual disputes.
Support the project closeout process by verifying that all contractual obligations have been fulfilled.
Maintain excellent relationships with internal stakeholders, subcontractors, and clients.
Attend and document subcontractor kick-off and progress meetings.
Liaise with multiple cross-functional teams, such as construction, technical, quality, and safety on matters affecting contractual rights and obligations.
Provide training and mentorship to increase subcontracts/commercial awareness within the broader project team.