What are the responsibilities and job description for the Subcontract Administrator position at Pence Companies?
Description
The Subcontract Administrator is responsible for managing the setup and maintenance of vendors and customers, as well as processing subcontractor and vendor contract agreements to support Project Teams.
Essential Duties and Responsibilities
To perform this job successfully, the employee must be able to perform each essential duty satisfactorily and in a timely manner. The following duties are representative of the job but are not all inclusive and other duties may be assigned as needed.
Leadership
- Act as a steward of Pence culture – Who We Are
- Uphold and communicate Pence safety standards
- Proactive, self-starting, self-managing
- Takes ownership for the effective operation of support services
- Behaves in a manner that sets a positive example for others to follow
- Makes day to day decisions that enhance profitability without sacrificing our values or relationships
- Responsible for mitigating and reporting risks to the company
- Follow all policies and procedures and assure others do as well
- Participates in meetings and committees
Subcontracts
- Manage vendor and customer setup and maintenance
- Request W-9’s for new vendors
- Manage SPO’s, SPO-PO’s, PSA’s from start to completion
- Perform background checks on subs/suppliers
- Create subcontracts and purchase orders within project management software
- Send contracts through DocuSign for signature and execution
- Request Signature Authorization letters from subcontractors and suppliers as needed
- Update receipt and execution of SPO’s, SPO-PO’s and PSA’s in Project mgmt. system
- Add compliances in project management and accounting systems
- Follow up with Project Team on non-compliant, SPO’s, SPO-PO’s and PSA agreements
- Upload executed Master Agreements, SPO’s, SPO-PO’s and PSA’s and any other necessary documentation to contract record in project management software
Qualifications
The following qualifications are representative of the knowledge, skills and abilities needed to perform the job but are not all inclusive.
- High School Diploma or GED required
- At least 1 year contract processing, accounting, or germane experience preferably in the construction industry
- Excellent computer skills in a Microsoft Windows Environment
- Strong written and verbal communication skills
- Strong data entry with attention to detail
- Must be able to respond timely to written and verbal instruction
- Provide supportive customer friendly service to subcontractors, suppliers and the public
- Can work independently and collaboratively in a team environment
Pence Values
Critical to the success of the Subcontract Administrator, is an understanding of our values. You have many duties and qualifications, but highest among them is acting in a way that reflects Pence authentically to our clients, partners, peers, and subcontractors. Our values are:
1. We forge relationships with mutual respect.
2. We are driven to constantly improve.
3. We succeed together.
4. We give of ourselves to fulfill our purpose.
5. We keep our promises, even when no one is looking.
6. We care for the safety and wellbeing of people.
About Pence Companies
We build peace of mind.
We build it through structures and relationships with trust, dedication and collaboration. We are innovative and excited by possibility, yet purposeful and grounded in a tradition of excellence. We seek lasting partnerships with our people and our clients. We take visions and make them tangible. We ask big questions and analyze small details. Our partners and friends know they can count on us. We don’t do ego. We do teamwork. We care about success and happiness. We care about peace of mind.
We build it through structures and relationships with trust, dedication and collaboration. We are innovative and excited by possibility, yet purposeful and grounded in a tradition of excellence. We seek lasting partnerships with our people and our clients. We take visions and make them tangible. We ask big questions and analyze small details. Our partners and friends know they can count on us. We don’t do ego. We do teamwork. We care about success and happiness. We care about peace of mind.
