Subcontracts Administrator

Cynet Systems•Chandler, AZ

About The Position

The Subcontracts Administrator will be responsible for participating in subcontract formation and administration. This role involves leading the preparation and review of bid request packages, developing project contracts operating procedures, and ensuring subcontract compliance with project requirements. The administrator will manage all phases of sourcing, formation, tendering, negotiation, award, and administration of EPC subcontracts. Key duties include communicating with bidders, maintaining a review of subcontract progress, preparing change orders, negotiating settlements, and representing the company with high ethical standards. The position requires developing multiple contracts simultaneously and performing formation duties such as sourcing bidders, issuing RFPs, resolving clarifications, evaluating bids, and preparing contract documents for execution. The role also involves implementing division responsibilities and standard work processes for subcontract administration, maintaining control and status reporting, organizing sponsored meetings, and assisting the Contracts team with administrative issues. Coordination with various project staff on operational activities affecting contractual matters and representing the company in contractual discussions are also essential. The administrator will manage information programs to ensure understanding of subcontract terms and monitor cost vs. scope progress, preparing status reports for management.

Requirements

Requires bachelor's degree (or international equivalent) and 5-8 years of relevant experience or 9-12 years of relevant work experience.
Knowledge of service acquisition & procurement regulations, policies and practices.
Demonstrated training or experience in pricing, contract law, negotiations and accounting.
Working knowledge of engineering/construction industry contracting practices.
Experience in developing contract types (including LSTK, T&M and UR), fee arrangements and contract terms.
Experience in developing and recommending potential solutions to contractual problems to management.
Broad knowledge and experience in subcontract administration required.
Strong organizational and communication skills.
Knowledge of developing and implementing strategies for negotiations utilizing accounting or cost engineering methods gained through education or experience.
Knowledge and understanding of the project functional groups and company policies, procedures and work practices, as well as associated software systems.
Proficiency in all phases of the formation and award of large, moderately complex contracts.

Nice To Haves

Experience in field administration of EPC contracts is an asset.

Responsibilities

Participate in subcontract formation and/or administration.
Lead preparation and review of bid request packages and develop project contracts operating procedures.
Ensure subcontract compliance with project requirements.
Perform all phases of tasks involved in the sourcing, formation, tendering, negotiation and award and administration of EPC subcontracts.
Communicate with bidders and personnel to establish clear definition of requirements and to assure proper performance to the stated project requirements.
Maintain a continuing review of the progress of each subcontract and provide management with information regarding any scope budget, financial, legal or technical difficulties.
Prepare change orders and amendments, negotiate with subcontractors and customers to obtain settlement.
Represent the company at all times with high moral standards and ethics.
Develop multiple contracts and/or services agreements simultaneously as assigned.
Perform formation duties including but not limited to; source and prequalification of potential bidders, prepare and issue request for proposal packages, coordinate and resolve technical and commercial clarifications, receive bids, organize the evaluation process, prepare commercial bid summaries and recommendation documents, secure approvals in accordance with established procedures and prepare contract documents for execution.
Implement the Division Responsibilities Matrix which records the Project's agreed assignment of various subcontract management tasks and the Standard Work Process Procedures applicable to Subcontract Administration.
Administer assigned subcontracts maintaining a continual review of progress and providing management with information regarding projected financial or technical difficulties.
Prepare and maintain control and status reporting documents.
Prepare and organize assigned contracts sponsored meetings, such as bid clarification and pre-award meetings, for the purpose of ensuring complete understanding and agreement between stakeholder parties on all contractual matters.
Assist project Contracts team in solving and attending to administrative problems on planning, staffing, work-hour calculations, budgeting, procedures preparation, commitments involving monetary expenditure or risk, engineered technical specifications, or supplementary commercial conditions.
Coordinate with Construction, Engineering and Support Services staff on operational activities affecting contractual rights and obligations, subcontract performance, subcontract administration and other major matters.
Represent in contractual discussions of moderate complexity.
Administer information programs to ensure mutual understanding of subcontract terms and conditions.
Monitor cost vs scope progress and prepare periodic status reports for management.