Project Subcontract Administrator - Houston, TX

SUPERVISORY RESPONSIBILITIES

May direct the activities of and/or advise less experienced subcontracts personnel and administrative support personnel. Direct management and coordination of subcontractor planning of activities to enhance subcontractor performance.

EDUCATION

Normally requires a 4 year degree in Business Administration (or related curriculum) and 2 years experience in construction related subcontracting activities.

In lieu of a degree, 6 years of equivalent experience in construction related subcontracting activities is also acceptable with 2 of those years being experienced in Subcontract Administration.

• Ability to interpret engineering and construction requirements for materials and scopes of work.
• Experience in preparing and issuing inquiry packages (ITBs) under supervision.
• Skilled in analyzing commercial and technical proposals and compiling bid evaluations.
• Competence in consulting with subcontractors and project engineers on technical suitability of equipment and work methods.
• Familiarity with coordinating RFIs between subcontractors and technical services.
• Ability to validate cost and schedule impact sheets, implement approved changes, and maintain compliance.
• Strong negotiation skills for cost reductions, delivery improvements, and favorable terms.
• Experience in developing and submitting cost information for proposals, RFIs, and change orders.
• Proficiency in soliciting quotations, analyzing bids, and selecting suppliers.
• Ability to assist in commitments and negotiate prices and schedules under supervision.
• Skilled in creating bid tabulations and subcontract documents.
• Knowledge of estimating processes and obtaining cost data.
• Competence in document control and distribution of subcontracts and related documents.
• Ability to evaluate subcontractor capabilities and maintain supplier database.
• Experience in subcontractor onboarding and compliance with safety, quality, and technical requirements.
• Strong organizational skills for maintaining logs, daily records, and generating reports.
• Ability to track and report subcontractor costs, manhours, and forecast trends.
• Ownership and auditing of project-specific subcontract logs (insurance, services, facilities).
• Knowledge of project procedural compliance and file audits.
• Ability to manage subcontract document execution (addendums, change orders, notices).
• Leadership skills to mentor junior staff and lead subcontractor meetings.
• Strong problem-solving skills for cost validation and vendor-related issues.
• Proficiency in forecasting and trend reporting for subcontract management.

TYPICAL DUTIES AND RESPONSIBILITIES

• Consult with engineering and construction management to clarify material and scopes of work requirements.
• Prepare and submit request inquiry packages (ITB) under general supervision.
• Analyze commercial and technical portions of proposals to compile bid evaluation for review and approval by management.
• Consult with subcontractors and project engineers regarding technical suitability of equipment and work methods.
• Assist with coordination efforts of Request for Information (RFI's) between subcontractor and technical services.
• Receive subcontractor cost and schedule impact sheets – validate with management guidance and oversight, implement change if applicable and approved.
• Discuss needs with subcontractors, review subcontractor's alternate suggestions, and make recommendations to project management with respect to cost reductions, better deliveries, and sales terms.
• Development and submittal of cost information for proposals, Requests for Information (RFI), Field Change Orders (FCO), etc. with guidance from supervision.
• Analyze quotations and select suppliers.
• Assist Supervision in making commitments and negotiate prices and schedules.
• Solicit quotations and develop cost information for proposals in reference to budgetary requests, etc.
• Create bid tabulation forms and other subcontract documents.
• Obtain routine cost information for estimating purposes as requested with oversight by supervision.
• Enter and distribute subcontracts and other subcontract documents.
• Solicit information from subcontractors regarding their capabilities and qualifications and ensure update of information in the supplier database.
• Assist subcontractors with site pre-requisite requirements and on boarding.
• Ensure subcontractor compliance with site safety, quality and technical requirements.
• Maintain daily records and logs.
• Create reports on regular basis for review and distribution by Subcontract Management.
• Track and report subcontractor costs including commitment of invoice billings, possible T&M overages and resolution of discrepancies, etc.
• Track and report daily and weekly manhours, forecasting trends and overages to Subcontract Management.
• Ownership of all project specific subcontract logs such as insurance expiration, monthly servicing, temporary facility and service details. If subordinate is responsible, audit for accuracy and consistency to communicate trends or tasks associated.
• Control and audit (for compliance by others) of project files for project procedural compliance.
• Create and report forecasting trends to Subcontract Management.
• Control of subcontract document execution such as addendums, change order agreements and notice to proceed signatures.
• Mentor all subordinate levels of team staff.
• Host/Lead regular subcontractor meetings (daily, weekly)
• Active and direct engagement with Subcontract Coordination for problem solving, cost validation, etc.
• Assist with vendor related issues regarding commercial and field discrepancies with both project team and home office disciplines.

LANGUAGE AND COMMUNICATION SKILLS

The ability to read, analyze and interpret general business periodicals, professional journals, technical bulletins and government regulations are essential requirements for this role. The ability to write reports, business correspondence and procedure manuals will also be a regular requirement for this role. The ability to effectively deliver oral presentations and to respond to questions from groups of managers, engineers, clients and subcontractors will be a daily requirement for this role. Job success often hinges upon interpersonal communication and relationship development skills. Job tasks require frequent interchange and the successful completion of job tasks depends in large part upon effective interaction and communication with others.

MATHEMATICAL SKILLS