Subcontracts Administrator

Overview

Manage subcontract lifecycle for rail project, handling contracts, finance, compliance.

Key Responsibilities

• subcontract logs
• forecasting
• reconciliation
• compliance
• cost analysis
• change orders

Tasks

The Subcontract Administrator is responsible for managing the full lifecycle of subcontracts for a major rail infrastructure project with a strong commitment to health and safety. This includes administration, invoice review and close-out of subcontract agreements to ensure they are compliant with project requirements, budgets, and schedules. -Maintain comprehensive subcontract logs and registers, tracking all changes, extensions of time, and payments. -Attend and document subcontractor kick-off and progress meetings -Assist the project controls team with monthly forecasts and accruals for subcontracted work -Participate in, prepare for and lead internal stakeholder and client/subcontractor meetings for progress updates and commercial matters -Coordinate with subcontracts manager and legal team as needed to address contractual disputes -Work with Project Controls team manage reconciliations -Coordinate with internal teams (commercial, construction, technical) and subcontractors to ensure compliance with all contractual obligations, including non-commercial requirements such as safety, quality, and as-built documentation. -Review, analyze, and negotiate subcontract terms and conditions to align with the overarching prime contract. -Actively work to avoid disputes by maintaining clear communication and proactively managing subcontractor issues -Provide training and mentorship to increase subcontracts/commercial awareness within the broader project team -Assess subcontractor progress claims and invoices for internal approval with subject matter experts or relevant discipline team leads, ensuring accurate and process progress application and invoice in accordance with the joint venture or project policies and processes to ensure timely payments -Liaise with construction and technical team to ensure that all subcontractors are on schedule and that any delays are promptly addressed, identifying potential issues early and work collaboratively with the teams to mitigate risk ensuring the projects stays on track and within budget -Liaise with multiple cross-functional teams, such as construction, technical, quality, and safety on matters affecting contractual rights and obligations -Support the project closeout process by verifying that all contractual obligations have been fulfilled -Mitigate, identify and evaluate potential change orders and claims assisting with the resolution of outstanding commercial issues -Draft, issue, and manage all contractual correspondence, including notices, change directives, and change orders. -Maintain excellent relationships with internal stakeholders, subcontractors, and clients -Lead and administer small to medium value subcontracts, cost-plus subcontracts and service agreements as needed -Perform cost and price analysis in conjunction with the technical teams to evaluate subcontractor proposals and change orders -Ensure compliance with all relevant legal and regulatory requirements, as well as company and joint venture policies and procedures

Requirements

• subcontract admin
• sap
• cost analysis
• civil construction
• bachelor's
• negotiation

What You Bring

With a proven track record in managing subcontractor agreements and commercial matters, preferably in a progressive design/build contract model, the ideal candidate will have experience in complex civil or rail construction, strong commercial acumen, and an in-depth understanding of relevant construction laws. -Demonstrated hands-on experience in subcontract administration on a large, intricate construction project with a proven ability to read and interpret complex contract documents -Skilled in negotiating terms and conditions with subcontractors to achieve favorable outcomes -Familiarity with contract management software and tools, such as SAP, SEO, Oracle, or similar ERP systems -Excellent presentation, oral, and written communication skills -Strong commercial acumen with experience in cost analysis and financial reporting -Strong analytical skills with the ability to evaluate solutions and implement effective resolutions -Minimum of 3–5 years of experience in subcontract administration, with a background in large-scale civil or rail construction projects preferred -High level of accuracy and attention to detail in managing contracts and financial documents -Ability to work collaboratively in a team environment -Ability to conduct cost and price analysis, manage budgets, and process financial claims -Demonstrated personal commitment to the health and safety framework, policies and management system requirements and expectations -Proficiency in managing subcontract agreements, including drafting, negotiation, and administration -Strong organizational and time management skills with the ability to manage and prioritize multiple tasks and deadlines -Bachelor's degree in Civil Engineering, Construction Management, Business Administration, or a related field -Strong sense of integrity and ethical conduct in all professional activities -Strong understanding of construction contracts, commercial management, contract law and regulatory requirements specific to construction

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Benefits

-Competitive Salary -Life insurance -Medical, dental, and vision insurance -Employer Matching Retirement Program

About Amico Affiliates

-Founded to address complex construction and infrastructure challenges, Amico Affiliates has quickly become a trusted partner in the industry. -The company delivers diverse, large-scale projects across industrial, commercial, and residential sectors. -Known for its expertise in energy-efficient solutions, Amico Affiliates is committed to driving innovation in sustainable infrastructure. -With a global reach, Amico works on a variety of projects, from urban developments to large-scale industrial facilities. -Their projects span across continents, reflecting their strong international presence and ability to tackle multifaceted challenges. -Amico's flexibility and expertise allow them to engage with a wide range of sectors, from energy and utilities to transportation and commercial construction.

Sector Specialisms