What are the responsibilities and job description for the Subcontracts Administrator position at Matrix Project Services, LLC?
Job Summary
The Subcontracts Specialist will primarily be responsible for overseeing all subcontracting activities (formation and management of subcontracts) for assigned projects and/or operating divisions.
Essential Functions
- Represent the Company at all times with high moral standards while adhering to the Company’s “Code of Business Conduct and Ethics.”
- Actively support the Company’s commitment to safety and its “Core Values.”
- Adhere to the Company’s policies, procedures, and processes for the acquisition of services.
- Conduct business dealings with the highest level of integrity and ethics.
- Contribute to the success of the department by identifying improvements to processes and activities to increase the overall effectiveness of the team.
- Contribute to achievement of financial targets and cost-reduction initiatives, including savings targets.
- Act as a resource to Company leadership as a Subcontracts subject matter expert.
- Monitor, communicate, and respond to changing market conditions and business drivers to maximize leverage and minimize risk.
- Foster good working relationships with subcontractors to include sourcing, developing, and vetting subcontractors and ending with evaluation of subcontractor performance.
- Oversee subcontract pricing for budgeting of projects and proposals; work with Operations and Proposal team to identify/develop subcontracting strategies, develop a comprehensive and complete scope of work, and solicit proposals from approved subcontractors to ensure alignment with proposal budgets.
- Work with Operations/Project Management to identify and develop subcontracting strategies for projects; align subcontracts plans to support construction activities and project schedule.
- Lead the process to identify and pre-qualify subcontractors as needed.
- Lead the RFP and bid evaluation process for selection of the subcontractors; review bid tabs with cross-functional teams to assure compliance with project scope, specifications, drawings, and commercial flow through terms.
- Facilitate negotiation of subcontract terms and pricing; consult with Legal and the Project Management Team (Construction, Safety, Quality, Project Controls, etc.) as applicable; provide expertise, strategies, and hands-on support for negotiation of major project subcontracts.
- Lead subcontract administration activities such as “kick-off” meetings with subcontractors, change management/change orders, facilitating the invoicing process, assisting with issue/conflict resolution, and subcontract close-out.
- Maintain project level reporting and timely notifications to Project Management team on subcontracting activities; prepare weekly project reports as required.
- Maintain well documented files of subcontracts within a shared folder system for the division(s) supported (i.e., negotiation records, approvals, executed contracts, change orders, etc.).
- Act as an escalation point for subcontractor interface with the Project Management Team for project execution issues.
- Develop Agreements and/or Master Service Agreements as needed.
- Perform other duties as required or assigned.
Qualifications
- 5 year’s similar experience in contract/subcontract management and administration, preferably in a construction environment.
- Bachelor’s degree, or equivalent related experience, in Supply Chain Management, Business, Engineering, or related field, preferred.
- P.M., CPSM, A.P.P., CPIM, CSCP, or Six Sigma certification a plus.
- Working knowledge of various construction/fabrication disciplines, quality control functions, craft labor, and safety regulations.
- Good understanding of scope development, scheduling, cost control, and engineering drawings.
- Strong knowledge of contract negotiations.
- Attention to detail with excellent analytical, planning, and organizational skills.
- Excellent communication (oral and written) and public relations skills required.
- Practical problem solving and trouble-shooting skills.
- Strong computer knowledge, including MS Excel, Word, Outlook, Access, and material management software.
- Willingness to travel as needed/required.
In addition, full-time employees are offered a comprehensive benefits package, including medical, dental and vision plans covering eligible employees and dependents, disability benefits, life and AD&D insurance, an employee assistance program (EAP), a 401(k) plan with company match, an employee stock purchase plan (ESPP), a robust wellness program and adoption assistance. Some employees may also be eligible for paid time off, tuition reimbursement and a performance or safety bonus program.
At Matrix, we are dedicated to building a diverse, inclusive, and authentic workplace. We encourage all whose experience aligns with the listed qualifications to apply and explore joining our organization.
EEO/M/F/Disability/Vets/Affirmative Action Employer
We are an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, genetic information, marital status, disability, veteran status, or other legally protected characteristic or category. Additionally in California, Matrix will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act.
