Subcontracts Assistant

Subcontract Assistant

Position Summary

The Subcontract Assistant provides administrative and operational support to the Subcontracts team by coordinating subcontract documentation, vendor management processes, contract file maintenance, and departmental administrative activities. This position serves as a key liaison between project teams, vendors, accounting, and Subcontracts personnel to ensure efficient processing of subcontract-related activities and compliance with company procedures.

Essential Duties and Responsibilities

Vendor Management Support

• Research, identify, and compile potential local vendors and subcontractors in project locations to support project teams, & subcontract efforts.
• Assist in evaluating prospective vendors by gathering company information, capabilities, qualifications, and compliance documentation for review by the Subcontracts team.
• Assist with vendor prequalification processes and maintain related records.
• Verify vendor Non-Disclosure Agreements (NDAs) for completeness and proper execution.
• Coordinate with Safety and Risk Management to ensure compliance with company policies and procedures.
• Coordinate vendor setup requests with Accounts Payable and assist with vendor database maintenance.
• Maintain vendor files and documentation within company systems.
• Update and maintain vendor insurance information, including Certificate of Insurance (COI) expiration dates.
• Support lien waiver tracking, collection, and documentation management.

Subcontract Administration

• Create, organize, and maintain subcontract folders and subfolders for all subcontract agreements.
• Receive and review Requests for Agreement (RFA) for accuracy and completeness.
• File subcontract documentation within designated systems,
• Coordinate with project teams to resolve documentation discrepancies and missing information.
• Assist with updating and maintaining subcontract intake forms and related tracking logs.
• Interface subcontracts into Viewpoint or other related financial software.
• Support the administration and maintenance of subcontract records and documentation.

Invoice and Financial Support (If Applicable)

• Assist with researching invoice discrepancies and vendor payment issues.
• Support invoice processing activities within pVault and related financial systems.
• Coordinate with project teams, vendors, and accounting personnel to resolve routine invoice concerns.
• Maintain accurate records and tracking logs for invoice and payment-related documentation.

Administrative Support

• Manage the shared Subcontracts mailbox and direct emails and inquiries to the appropriate personnel.
• Answer, screen, and route phone calls in accordance with department procedures.
• Handle routine correspondence and administrative matters while escalating more complex issues as appropriate.
• Process incoming mail and distribute documentation as needed.
• Perform data entry and maintain departmental records and databases.
• Record, prepare, and distribute meeting minutes as requested.
• Arrange department meetings, and employee team activities.

Team Support

• Provide administrative support to department staff and other personnel as needed.
• Support special projects and process improvement initiatives assigned by management.
• Perform additional duties and responsibilities as assigned.

Qualifications

Education

• High School Diploma or GED required.
• Associate degree in Business Administration, Construction Management, Accounting, or related field preferred.

Experience

• 1-3 years of administrative, construction, subcontracting, accounting, or project support experience preferred.
• Experience working with document management systems, vendor records, or contract administration is preferred.

Knowledge, Skills, and Abilities

• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Experience with ACC, Viewpoint, Egnyte, pVault, or similar construction management and document control systems preferred.
• Effective verbal and written communication skills.
• Ability to maintain confidential and sensitive information.
• Strong customer service and interpersonal skills.
• Ability to work independently while supporting a collaborative team environment.
• Problem-solving skills with the ability to identify and escalate issues appropriately.

Working Conditions

• Primarily office-based environment.
• Frequent use of computers, telephones, and office equipment.
• Occasional lifting of files and office materials up to 20 pounds.
• May require occasional overtime to meet departmental deadlines.

Key Competencies

• Organization and Time Management
• Attention to Detail
• Communication
• Customer Service
• Teamwork and Collaboration
• Initiative and Accountability
• Adaptability

Target Salary Range $26-30/HR