Subcontracts Administrator

The Subcontracts Administrator provides comprehensive administrative support to the Subcontract Department, working closely with project teams to prepare, review, and maintain subcontract agreements and related documentation. This role ensures accurate and timely processing of subcontractor pay applications and invoices, supports effective communication with subcontractors and internal stakeholders, and helps maintain organized, compliant records for multiple construction projects.

Responsibilities

• Serve as the primary point of contact for assigned project teams on subcontract-related issues, updates, and documentation needs.
• Create, review, and maintain subcontract agreements for assigned projects, ensuring accuracy and alignment with project requirements.
• Review subcontract insurance requirements and verify that coverage is current and compliant with agreement terms.
• Verify and process accounts payable for subcontract vendors in a timely and accurate manner.
• Perform detailed data entry and ongoing upkeep of all subcontractor pay applications and invoices.
• Review and reconcile monthly statements to ensure accuracy and resolve discrepancies promptly.
• Monitor and update tracking reports on subcontract payment progress, providing status updates as needed.
• Provide administrative support to the Subcontract Supervisor, including document preparation, filing, and reporting.
• Provide backup coverage for the reception desk and deliver customer service support as needed.
• Participate in project meetings to obtain subcontractor and project information and ensure proper documentation.
• Cross-train on other department tasks to provide coverage and support as needed.
• Adhere to all company policies and procedures and maintain confidentiality of sensitive information.
• Establish and maintain effective working relationships with subcontractors, suppliers, management, and employees.

• At least 3 years of related experience in contract administration, accounts payable, customer service, or a combination of these areas.
• High school diploma or GED.
• Proficiency in Microsoft Office and Outlook software.
• Demonstrated experience in subcontract administration and subcontractor contract support.
• Strong data entry skills with high accuracy and attention to detail.
• Ability to manage multiple tasks and adjust to shifting priorities in a fast-paced environment.
• Excellent time management and organizational skills.
• Excellent written and verbal communication skills.
• Ability to work effectively in both a team environment and independently.
• Ability to establish and maintain effective relationships with subcontractors, suppliers, management, and colleagues.
• High level of integrity with the ability to be trusted to maintain confidentiality and uphold company values.
• Strong dedication to customer service and a high sense of urgency.
• Valid driver record and ability to drive for company business as needed.

• Construction industry experience is preferred.
• Experience with AIA pay applications is preferred.
• Experience working with subcontractor contracts in a construction environment is an advantage.
• Detail-oriented, highly organized, and flexible approach to work.
• Ability to quickly learn and cross-train on additional departmental tasks.

This is a full-time, on-site role based in an office environment, working Monday through Friday from 7:00 a.m. to 4:00 p.m. for a 40-hour workweek. The position supports construction projects and involves regular use of computers, Microsoft Office, Outlook, and standard office equipment. The work environment is collaborative and team-oriented, with opportunities to participate in project meetings and interact with various departments and external subcontractors. The organization offers a comprehensive benefits package, including medical, dental, and vision plans, a prescription drug plan, life insurance, short-term disability coverage, retirement savings programs, paid time off, and sick time pay. There is significant opportunity for career development and the chance to work on a variety of high-profile projects in a professional, supportive setting.

Job Type & Location

This is a Contract to Hire position based out of GILBERT, AZ.

The pay range for this position is $22.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in GILBERT,AZ.

This position is anticipated to close on Apr 24, 2026.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I is embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

Actalent is an equal opportunity employer.

About Actalent

Actalent is a global leader in engineering and sciences services. For more than 40 years, we’ve helped visionary companies advance their goals. Headquartered in the United States, our teams span 150 offices across North America, EMEA, and APAC—with four delivery centers in India led by 1,000 extraordinary employees who connect their passion with purpose every day.

Our Bangalore, Hyderabad, Pune, and Chennai delivery centers are hubs of engineering expertise, with core capabilities in mechanical and electrical engineering, systems and software, and manufacturing engineering. Our teams deliver work across multiple industries including transportation, consumer and industrial products, and life sciences. We serve more than 4,500 clients, including many Fortune 500 brands. Learn more about how we can work together at actalentservices.com.

Salary : $22 - $25