What are the responsibilities and job description for the Construction Administrator position at Joe Bland Construction LLC?
Job Description
Job Description
We are looking for a highly organized and detail-oriented Subcontract Specialist to manage all aspects of subcontract administration, including the creation, maintenance, and compliance of subcontracts, as well as assisting with accounting and procurement functions. The ideal candidate will work closely with project managers and the accounts payable team to ensure timely and accurate processing of subcontract-related documents and payments.
Key Responsibilities :
Subcontract Set-Up and Maintenance :
Set up and update subcontracts within the eCMS module to ensure all necessary information is accurately documented.
Maintain subcontract log for Accounts Payable (AP) Department with monthly updates to track the status of all active subcontracts.
Produce and manage new Subcontractor MSA (Master Service Agreement) forms, reviewing and addressing any changes (redlines) submitted.
Maintain a comprehensive subcontract retention log and ensure its timely updates.
Invoice and Accounts Reconciliation :
Pre-code subcontractor invoices for project managers to approve, ensuring they are compliant with contractual terms and project budgets.
Reconcile subcontractor accounts regularly to ensure all invoices and payments are accurately tracked.
Oversee and maintain the subcontractor’s Certificate of Insurance (COI) for compliance with company and regulatory standards; conduct weekly review and log updates.
Process Accounts Payable (AP) invoices, ensuring proper coding and timely payment.
Change Orders and Documentation :
Prepare and send approved quotes (Exhibit W’s) for project manager approval and ensure compliance with contract terms.
Prepare, process, and track subcontract change orders to ensure they are properly documented and executed.
Prepare and issue Job Information Sheets and TEC (Tax Exempt Certificates) forms for relevant subcontracting activities.
Meetings and Coordination :
Attend Project Manager (PM) meetings to provide updates on subcontract status and assist with any queries related to subcontract execution.
Maintain and update the Approved Subcontractor List for project managers to ensure they have the latest, accurate information.
Compliance and Regulatory Documents :
Ensure compliance with TXDOT (Texas Department of Transportation) requirements, including the preparation and submission of TXDOT 2802 Forms.
Perform a thorough review of the TXDOT Spec Book checklists for subcontracts related to Federal-Aid Projects.
Waivers :
Prepare, send, and save signed Progress and Final Payment Waivers for subcontractors, ensuring timely submission and archiving.
Qualifications :
Education :
High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Construction Management, Accounting, or related field preferred.
Experience :
Proven experience (typically 2-4 years) in subcontract administration, accounts payable, or a related field, preferably within the construction or engineering industry.
Familiarity with eCMS module or similar contract management software is a plus.
Experience in handling TXDOT forms, subcontract compliance, and federal-aid project requirements.
Skills :
Strong knowledge of subcontract administration processes and compliance regulations.
Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with ERP and contract management software preferred.
Excellent organizational and time-management skills, with the ability to handle multiple tasks and deadlines.
Strong attention to detail, especially when reviewing documents for accuracy and compliance.
Excellent communication and interpersonal skills to work effectively with project managers, subcontractors, and internal teams.
Experience with subcontracting in the construction industry, especially federal-aid projects.
Understanding of payment terms, retention, and progress billing in subcontracts.
Keep a pulse on the job market with advanced job matching technology.
If your compensation planning software is too rigid to deploy winning incentive strategies, it’s time to find an adaptable solution.
Compensation Planning
Enhance your organization's compensation strategy with salary data sets that HR and team managers can use to pay your staff right.
Surveys & Data Sets
What is the career path for a Construction Administrator?
Sign up to receive alerts about other jobs on the Construction Administrator career path by checking the boxes next to the positions that interest you.
