Subcontracts Administrator

Dashiell•Houston, TX

2d•Onsite

About The Position

The Subcontracts Administrator is an entry-level administrative position supporting the Supplier Subcontracts group. Working under direct supervision, this role logs, codes, and routes subcontractor invoices and pay applications for processing; enters and maintains subcontract data; and keeps subcontract files and logs complete and current. The position is based in Dashiell’s Houston, Texas office and reports to the Sr. Manager, Supplier Subcontracts. The role helps keep subcontractor invoicing accurate and on schedule by checking data against contract terms, approved change orders, and retainage, and routing invoices promptly for review and approval. It also provides reliable commercial data through accurate ERP entry and current logs, and maintains audit-ready documentation.

Requirements

High school diploma or GED.
Accurate data entry and typing skills.
Strong attention to detail and organizational skills.
Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
Ability to maintain confidentiality of bid, pricing, and other proprietary commercial information and comply with conflict-of-interest and ethics policies.
Effective written and verbal communication skills.
Candidates must be at least 18 years of age and legally authorized to work in the United States permanently without current or future visa sponsorship.

Nice To Haves

Associate or bachelor's degree.
Six months or more of office, data entry, accounts payable, or invoice processing experience.
Exposure to an ERP or contract management system.
Familiarity with construction or EPC projects.

Responsibilities

Receive, log, and code subcontractor invoices and pay applications, and route them for review and approval.
Verify invoice data against subcontract terms, schedules of values, and approved change orders; flag discrepancies to the Coordinator or Specialist.
Enter and update subcontract, change order, and vendor data in the ERP and contract management system.
Track invoice status, retainage, and lien waiver receipt; follow up with subcontractors and project teams about missing documentation.
Coordinate with Procurement Administration and Accounting on invoice processing, payment status, and vendor inquiries.
Maintain subcontract files and logs, including agreements, modifications, insurance certificates, and correspondence.
Collect subcontractor onboarding paperwork, including W-9s, insurance certificates, and vendor setup forms.
Track insurance certificate expiration dates and request renewals from subcontractors.
Scan, index, and archive documents according to file standards and naming conventions.
Prepare and distribute routine reports, such as invoice aging and open item lists.
Respond to routine subcontractor and project team requests and route other requests to the appropriate team member.
Schedule meetings, prepare agendas, and take notes as needed.
Perform special projects and other duties as assigned or requested.

Benefits

Company-paid life insurance
Accidental death and dismemberment insurance
Long-term disability insurance
Employee assistance program
Medical coverage through a traditional PPO or one of two high-deductible health plans, with FSA or HSA options
Dental coverage
Vision coverage
Supplemental life insurance
Short-term disability
Critical illness insurance
Group accident insurance
Hospital indemnity insurance
401(k) plan with immediate vesting