Subcontract Administrator

Employment Type: Full-time, Salary

Reports To: Procurement Supervisor

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Job Summary

The Subcontract Administrator is responsible for administering construction, engineering, fabrication, manufacturing, professional services, consulting, and field service subcontracts in support of project execution activities.

This position supports and/or manages subcontract life-cycle activities, including contract formation and execution, subcontract documentation, change management, commercial correspondence, invoice and payment administration, compliance monitoring, subcontractor coordination, risk management, claims support, reporting, and subcontract closeout.

The Subcontract Administrator works closely with Procurement, Project Management, Engineering, Construction, Manufacturing, Quality, Project Controls, Accounting & Finance, Legal, Startup & Commissioning, and subcontractors to ensure contractual obligations are fulfilled, project risks are appropriately managed, and project objectives are achieved.

The level of responsibility, independence, and complexity assigned to the position will be based on the individual’s experience, knowledge, and demonstrated capabilities.

Key Responsibilities

Subcontract Administration

• Administer assigned construction, engineering, manufacturing, fabrication, professional services, consulting, and field service subcontracts.
• Support or manage subcontract execution and administration in accordance with company policies, contract requirements, and project procedures.
• Maintain complete, accurate, and organized subcontract files throughout the contract lifecycle.
• Monitor subcontractor performance against contractual commitments, including scope, schedule, cost, quality, and other requirements.
• Track subcontract deliverables, milestones, and contractual obligations.
• Support subcontract closeout activities and ensure required documentation is completed and retained.

Contract Formation & Execution

• Support development, preparation, review, and execution of subcontract agreements and related documentation.
• Participate in preparation of bid packages and subcontract documents.
• Review contract terms and requirements and coordinate with appropriate stakeholders to address issues or clarifications.
• Coordinate contract execution activities among Procurement, project teams, subcontractors, and other stakeholders.
• Assist with subcontract award recommendations and ensure contractual requirements are clearly communicated to subcontractors.

Contract Documentation & Records Management

• Maintain executed contracts, amendments, modifications, correspondence, and supporting documentation.
• Maintain contract logs, tracking databases, and document management systems.
• Track contractual commitments, deliverables, and required documentation.
• Ensure contract documents are properly controlled, retained, and readily accessible.
• Support document retention, audit, and records management requirements.

Change Management

• Support and/or administer subcontract modifications and change orders.
• Review subcontractor change requests and coordinate technical and commercial reviews.
• Collect and evaluate supporting documentation for proposed changes.
• Coordinate routing, review, approval, negotiation, and execution of subcontract changes.
• Maintain change order logs and tracking systems.
• Monitor the impact of changes on project cost, schedule, scope, and contractual commitments.

Commercial Administration

• Manage routine commercial correspondence and communications with subcontractors.
• Monitor compliance with subcontract terms and commercial requirements.
• Review subcontractor notices and contractual communications.
• Maintain records of contractual commitments, obligations, and commercial issues.
• Support commercial discussions, negotiations, and resolution of contractual issues.
• Assist with the identification, documentation, and resolution of commercial concerns and disputes.

Invoice & Payment Administration

• Review and process subcontractor invoices for contractual and project compliance.
• Verify supporting documentation and payment requirements.
• Coordinate invoice approvals with project stakeholders.
• Monitor payment status, subcontract expenditures, and financial commitments.
• Track invoice and payment information and maintain accurate records.
• Support resolution of invoice discrepancies and payment issues.

Compliance Monitoring

• Monitor subcontractor compliance with contractual, project, and company requirements.
• Track insurance certificates, bonds, licenses, permits, and other required documentation.
• Monitor expiration dates and coordinate required updates.
• Track subcontract deliverables, reporting requirements, and other compliance obligations.
• Support audits, assessments, and compliance reviews.
• Coordinate collection and maintenance of required subcontractor documentation.

Subcontractor & Project Coordination

• Serve as a point of contact for assigned subcontractors and service providers.
• Facilitate communication between subcontractors and project personnel.
• Coordinate subcontract administration activities with:
  • Procurement
  • Project Management
  • Engineering
  • Construction
  • Manufacturing
  • Quality
  • Project Controls
  • Accounting & Finance
  • Startup & Commissioning
  • Legal
• Assist with subcontractor onboarding and project-specific requirements.
• Coordinate meetings, action items, and follow-up activities.
• Support resolution of issues affecting subcontract performance.

Risk Management

• Identify and document potential contractual, commercial, schedule, cost, and compliance risks.
• Monitor subcontract performance for potential issues or areas of concern.
• Track open commercial issues, commitments, and required actions.
• Support development and implementation of risk mitigation strategies.
• Maintain documentation supporting risk management activities.
• Escalate significant contractual or commercial concerns to appropriate Procurement or project leadership.

Claims & Dispute Support

• Support documentation associated with subcontractor claims, disputes, delays, and performance issues.
• Maintain records supporting changes, delays, impacts, and contractual concerns.
• Coordinate collection and organization of supporting documentation.
• Assist with claim evaluations, analyses, and responses.
• Support resolution of contractual disagreements and disputes.

Reporting & Performance Monitoring

• Maintain subcontract status reports, dashboards, and tracking metrics.
• Track subcontract commitments, changes, invoices, milestones, and deliverables.
• Prepare reports and information for management and project leadership.
• Support forecasting and financial reporting activities.
• Monitor subcontract performance and key performance indicators.
• Provide accurate and timely updates regarding subcontract status, commitments, and issues.

Continuous Improvement

• Participate in subcontract administration and procurement process improvement initiatives.
• Support development and implementation of standardized subcontract administration procedures and practices.
• Identify opportunities to improve contract tracking, documentation, communication, and commercial processes.
• Participate in lessons learned activities.
• Promote consistency, efficiency, and best practices within subcontract administration and procurement.

Required Qualifications / Experience

Education 

• Associate’s or Bachelor’s degree in Business Administration, Construction Management, Supply Chain Management, Engineering, Finance, Legal Studies, or a related field preferred.Equivalent combination of education and relevant experience may be considered.

Experience

• Experience in subcontract administration, contract administration, procurement, contract management, commercial management, construction administration, project administration, accounting, supply chain, or a related field.
• Experience supporting construction, engineering, manufacturing, industrial, EPC, energy, utility, defense, or other large-scale projects is preferred.
• Working knowledge of contract administration principles and commercial practices.
• Strong organizational, analytical, and document management skills.
• Strong written and verbal communication skills.Ability to manage multiple priorities, deadlines, and competing requirements.
• Proficiency with Microsoft Office applications, particularly Excel and Word.
• Ability to work effectively with cross-functional teams, subcontractors, and project stakeholders.

Preferred Qualifications

• Experience administering construction, engineering, manufacturing, fabrication, professional services, or field service contracts.
• Experience with subcontract administration, procurement, or contract management systems.
• Experience with change management, change orders, claims administration, or commercial negotiations.
• Experience supporting project controls, accounting, or procurement organizations.
• Experience working in DOE, nuclear, utility, defense, energy, or other highly regulated environments.
• Experience supporting large capital projects.
• Familiarity with ERP, procurement, project controls, or contract management systems.
• Professional certifications such as CPCM, CPSM, or CPM.

Knowledge, Skills, Abilities

• Contract Administration
• Commercial Management
• Change Management
• Risk Assessment
• Negotiation
• Financial Acumen
• Documentation Management
• Organization & Planning
• Attention to Detail
• Communication
• Problem Solving
• Time Management
• Business Acumen
• Collaboration & Teamwork
• Professionalism
• Continuous Improvement

Success Measures

• Subcontracts administered accurately and in accordance with contractual and project requirements.
• Timely and accurate processing of contract documentation, modifications, change orders, invoices, and payment requests.
• Accurate tracking of subcontract commitments, deliverables, expenditures, and milestones.
• Contractual and compliance documentation maintained accurately and completely.
• Early identification and appropriate escalation of contractual, commercial, cost, schedule, and compliance risks.
• Effective communication and positive working relationships with subcontractors and project stakeholders.
• Accurate and timely reporting of subcontract status and financial commitments.
• Effective support of project cost, schedule, quality, and operational objectives.
• Continuous development of subcontract administration, commercial, and project knowledge.

Working Conditions

• Office-based environment with regular interaction across project departments.
• Regular coordination with client representatives, auditors, vendors, contractors, and project leadership.

Benefits of Employment

• Paid Time Off
• 401k match program
• Healthcare Insurance
• Enrollment into Employee Stock Ownership Program after 1 year of employment

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Why Join Us

At Geiger Brothers, you’re not just an employee — you’re an owner. As an employee-owned company with over 100 years of self-performing experience, we’ve built a culture where your hard work directly builds your future, not just ours.

We’re a fast-growing, best-in-class construction partner trusted to deliver integrated solutions across construction, service, fabrication, and engineering. That means our people get to work on projects of real scale and complexity — from nuclear facilities to hospitals to power plants — without being boxed into one narrow specialty. If you want to grow your skills across diverse markets like Nuclear, Education, Infrastructure, Manufacturing, Healthcare, Power, Commercial, and Maintenance, you’ll find no shortage of opportunity here.

Join a team of hard workers building our future supported by a company with a century of craftsmanship behind it.

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Drug-Free Workplace

Geiger Brothers is a drug free workplace. Our employees are subject to pre-employment, random, and post-accident drug screenings.