Subcontracts Specialist

Position Summary

Subcontractor Setup & Onboarding

• Coordinate subcontractor prequalification and onboarding activities.
• Track completion of required qualification, compliance, insurance, tax, and other documentation.
• Coordinate subcontractor setup within applicable company systems.
• Verify required agreements and documentation are complete prior to subcontractor activation.
• Maintain accurate subcontractor records, contacts, documentation, and status information.
• Monitor expiring or incomplete documentation and proactively coordinate updates.
• Support administration of TradeTapp or other subcontractor qualification systems.

Subcontract Administration

• Support administration of Master Subcontract Agreements, project-specific subcontracts, amendments, change orders, and related documentation.
• Track subcontract execution and required approvals.
• Assist with administration and tracking of contractual requirements, including applicable customer/GC flowdowns.
• Maintain subcontract files and ensure supporting documentation is complete and readily accessible.
• Track key subcontract requirements, milestones, deliverables, and outstanding actions.
• Coordinate documentation and administrative requirements associated with subcontract changes and closeout.
• Escalate contractual discrepancies, exceptions, or commercial issues to the Manager, Subcontractor Management.

Subcontractor Invoice & Payment Readiness

• Receive and review subcontractor invoices/payment applications for completeness and compliance with subcontract requirements.
• Validate invoice amounts against subcontract values, approved changes, schedules, and other supporting documentation.
• Coordinate resolution of invoice discrepancies with subcontractors, Project Operations, Accounting, and other stakeholders.
• Track invoice/payment application status through payment readiness.
• Ensure required approvals and supporting documentation are complete prior to release to Accounting.
• Maintain visibility into outstanding, disputed, rejected, or incomplete subcontractor invoices.

Pay-When-Paid Administration & Tracking

• Maintain visibility into subcontractors subject to pay-when-paid or other contractual payment provisions.
• Coordinate with Accounts Receivable, Project Accounting, and project teams to track corresponding customer funding/status.
• Maintain accurate records connecting subcontractor payment eligibility to applicable customer receipts and contractual requirements.
• Identify and escalate aging or unresolved items that may affect subcontractor payment or project performance.
• Provide clear status reporting to management and applicable project stakeholders.

Lien Waiver Management

• Coordinate collection, review, tracking, and maintenance of required subcontractor lien waivers/releases.
• Ensure appropriate conditional and unconditional waivers are obtained in accordance with established requirements.
• Track outstanding waivers and proactively follow up with subcontractors.
• Coordinate waiver requirements associated with customer/GC funding where applicable.
• Maintain organized and auditable waiver documentation.

Subcontractor Compliance & Performance

• Monitor subcontractor compliance with required contractual and administrative documentation.
• Track insurance, qualification, licensing, safety, and other applicable compliance requirements in coordination with responsible functions.
• Assist with subcontractor performance tracking and scorecards.
• Document recurring performance, responsiveness, compliance, or administrative issues.
• Support subcontractor evaluations and closeout activities.
• Escalate significant subcontractor performance or compliance concerns to management.

Subcontractor Communications & Issue Resolution

• Serve as a day-to-day administrative point of contact for subcontractors regarding documentation, invoice status, waivers, onboarding, and process requirements.
• Respond timely and professionally to subcontractor inquiries.
• Coordinate across internal departments to research and resolve issues.
• Maintain clear documentation of communications, commitments, outstanding actions, and resolutions.
• Escalate commercial, contractual, legal, or significant relationship matters to the Manager.

Reporting & Process Improvement

• Maintain subcontractor trackers, dashboards, logs, and status reports.
• Provide visibility into onboarding status, contract execution, invoice/payment readiness, waivers, compliance, and outstanding actions.
• Identify recurring process gaps, delays, or administrative issues.
• Support development and maintenance of subcontractor management SOPs, workflows, templates, and controls.
• Participate in process improvement and system automation initiatives.
• Support development of standardized subcontractor management practices across projects and business units.

Key Performance Indicators (KPIs)

• Subcontractor onboarding cycle time
• Subcontract execution/documentation completeness
• Invoice/payment application processing cycle time
• Invoice accuracy and exception rate
• Aging of unresolved subcontractor items
• Pay-when-paid tracking accuracy
• Lien waiver completion and timeliness
• Compliance-document completeness
• Subcontractor inquiry response time
• Data/tracker accuracy
• Subcontract closeout completion
• Internal and external service levels

Qualifications & Skills - Required

• 3+ years of experience in subcontract administration, construction administration, procurement, contract administration, project controls, accounts payable, or a related function.
• Working knowledge of construction subcontracting and subcontractor administration.
• Experience reviewing invoices/payment applications and supporting documentation.
• Strong organizational skills and ability to manage a high volume of concurrent activities and deadlines.
• Strong attention to detail and documentation accuracy.
• Ability to research discrepancies and drive issues through resolution.
• Strong written and verbal communication skills.
• Ability to work effectively with subcontractors, project teams, Accounting, Contracts/Legal, and other stakeholders.
• Strong proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Ability to maintain confidential and commercially sensitive information.

Qualifications & Skills - Preferred

• Bachelor's or associate's degree in Supply Chain, Construction Management, Business, Finance, Accounting, or related discipline.
• Experience with an electrical, mechanical, general contractor, EPC, or other project-based construction organization.
• Experience administering subcontracts, change orders, lien waivers, and pay-when-paid requirements.
• Experience with subcontractor prequalification platforms such as TradeTapp.
• Familiarity with construction ERP, contract-management, procurement, and project-management systems.
• Understanding of construction billing, customer funding, subcontractor payment, and project closeout processes.

Key Internal Relationships

• Project Managers & Executives
• Project Accounting
• Accounts Receivable
• Accounting/AP
• Contracts/Legal
• Purchasing
• Strategic Sourcing
• Safety/Risk
• Supply Chain Operations

Key External Relationships

• Subcontractors
• Subcontractor accounting/AR personnel
• Subcontractor project management
• General contractors/customers when required for documentation or payment coordination

Work Environment & Physical Requirements