Subcontract Administrator

Subcontract Administrator

Strategic Management Solutions, LLC (SMSI) provides expert management consulting, program and project management, and technical consulting services to government and private sector clients. SMSI has grown and evolved by building an outstanding reputation for client-focused performance and for delivering results that enable clients to meet commitments and milestones. SMSI is an Equal Employment Opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The Subcontract Administrator is responsible for leading and executing all phases of subcontract and procurement activities in support of a large Engineering, Procurement, and Construction (EPC) project. The position will manage acquisitions and subcontracts across multiple contracting strategies that may include Architect/Engineer (A/E) cost-reimbursable services, fixed-price construction, design-build construction, Construction Manager/General Contractor (CMGC) services, and specialty equipment procurements. The successful candidate will provide comprehensive cradle-to-grave procurement support, ensuring compliance with project requirements, contractual obligations, company procedures, and applicable client requirements. This role requires strong commercial acumen, negotiation skills, contract administration expertise, and the ability to work collaboratively with project management, engineering, construction, legal, finance, and client representatives.

Responsibilities

• Support the Supply Chain Contracts Manager in developing and implementing acquisition and subcontracting strategies aligned with project objectives, schedule requirements, and risk management goals. Assist in maintenance of the project Material Assignment Schedule (MAS).
• Support procurement planning activities, market research, source identification, and procurement scheduling.
• Prepare procurement plans, bidder lists, solicitation packages, and procurement documentation.
• Prepare and issue Requests for Proposal (RFPs), Invitations for Bid (IFBs), Requests for Information (RFIs), and other solicitation documents.
• Coordinate bidder communications, pre-proposal meetings, and clarification processes.
• Manage proposal receipt, evaluation, and documentation. Facilitate technical, commercial, and management evaluations in accordance with project procedures.
• Prepare negotiation plans, negotiation memoranda, award recommendations, and approval documentation. Support commercial negotiations with prospective subcontractors and suppliers.
• Analyze cost and pricing proposals to determine price reasonableness and commercial competitiveness.
• Draft subcontract agreements, purchase orders, amendments, and related contractual documents.
• Serve as the primary commercial point of contact for assigned subcontractors and suppliers.
• Administer subcontract agreements throughout project execution.
• Coordinate with other project functions (e.g. Project Controls, Construction, Engineering, Quality, Finance) to ensure project requirements are achieved.
• Prepare documentation and chair Subcontractor/Supplier Progress Meetings.
• Monitor subcontractor performance, deliverables, schedule compliance, and contractual obligations.
• Review and process invoices, payment applications, change orders, claims, and contract modifications.
• Coordinate resolution of commercial issues, disputes, requests for equitable adjustment, and subcontractor claims. Negotiate and administer subcontract modifications and change orders.
• Maintain subcontract files and procurement records in accordance with company procedures and audit requirements.
• Identify emerging contractual risks and develop mitigation strategies. Support project risk management initiatives through proactive contract administration.
• Lead subcontract closeout activities, including verification of final deliverables, releases, warranties, lien waivers, and final payments. Ensure complete and accurate contract documentation is maintained.
• Support project lessons learned and procurement performance evaluations.

Required Skills/Abilities

• 5 years of experience in subcontract administration, procurement, contracts management, or supply chain management preferred.
• Excellent verbal and written communication skills for effective interaction with clients, subcontractors/suppliers, and project stakeholders.
• Experience administering multiple contract types, including:
  • Cost-reimbursable professional services agreements
  • Fixed-price construction contracts
  • Design-build contracts
  • CMGC contracts
  • Specialty equipment and engineered equipment procurements
• Proficiency with procurement and contract management systems, Microsoft Office Suite, and project controls tools.
• Strong knowledge of commercial contracting principles, procurement regulations, and subcontract administration practices.
• U.S. Citizenship

Educational Requirements

• Bachelor's degree in Business Administration, Supply Chain Management, Construction Management, Engineering, or a related field with 5 years of relevant experience, OR extensive knowledge and 10 years of experience in supply chain support of large EPC, industrial, energy, infrastructure, nuclear, or major capital projects.

Reporting Relationship

• Reports to the project Supply Chain Contracts Manager and works closely with Project Management, Engineering, Construction Management, Legal, Project Controls, Finance, and Client Representatives.

Work Environment

• Position requires a hybrid schedule of at least 3 days in the office and 2 days work from home per week. May require periodic travel to supplier facilities, subcontractor locations, client offices, and construction sites.