Sub-Contracting Specialist

Job Title: Subcontractor Specialist 

Location: Ceres India – Bangalore 

The Ceres Commitment 

Ceres Environmental Services is a national leader in crisis management, rapid response, and disaster recovery, committed to rebuilding stronger and safer communities. Since 1976, Ceres has been awarded over $3.2 billion in government-funded contracts, helping people when they need it most. 

Our services span emergency response, environmental services, planning, and consulting including debris removal, blue roof installation, logistics, debris management, demolition, recycling, forest management, and coastal and marine restoration. As a licensed general contractor, we bring unmatched expertise to restore stability where it’s needed most. 

Driven by Purpose, Powered by People 

At Ceres, you’re more than just an employee you’re part of a team with purpose and a meaningful mission. Whether in management, field operations, or behind the scenes, every team member plays a vital role in restoring hope and rebuilding communities. 

We value initiative, respect diversity, and empower our people to lead. Our culture is built on resilience, teamwork, and accountability. If you show up with compassion, act with urgency, and deliver solutions, you’ll feel right at home. We don’t just respond to challenges we rise to them. 

Role Overview 

The Subcontractor Specialist is responsible for maintaining accurate subcontractor records and supporting compliance documentation processes across Salesforce and SharePoint platforms. This role ensures data integrity, document organization, and timely completion of administrative tasks that support contract management and operational readiness. 

Key Responsibilities 

1. Salesforce Record Management 

• Update subcontractor records accurately and completely in Salesforce. 

• Verify and maintain certifications, licenses, expiration dates, and compliance-related information. 

• Maintain company fact sheets, capabilities, years of experience, trade names, and equipment listings. 

• Ensure scope of work details align with Letters of Intent (LOIs). 

• Validate that all updates are properly saved and visible before closing assigned tasks. 

2. SharePoint Documentation Management 

• Organize and maintain subcontractor documents, including certificates, LOIs, capability statements, and supporting documentation. 

• Maintain a structured filing system with consistent naming conventions. 

• Ensure documentation remains current and accurately matches Salesforce records. 

3. Data Quality & Compliance 

• Perform self-review and validation of records before submission. 

• Ensure data accuracy, completeness, and consistency across systems. 

• Identify and correct discrepancies between source documents and system records. 

• Support internal compliance requirements through proper documentation practices. 

4. Task & Workflow Management 

• Complete assigned daily tasks within established timelines. 

• Proactively manage workload and communicate any delays or issues. 

• Maintain accountability for follow-through on assigned responsibilities. 

• Seek additional work and support opportunities during available capacity. 

5. Stakeholder Support & Communication 

• Collaborate with Contracts, Operations, and other internal teams to maintain accurate subcontractor information. 

• Communicate status updates, challenges, and completion of assigned work in a timely manner. 

• Respond to requests for documentation and data updates as required. 

6. Documentation & Process Adherence 

• Follow Standard Operating Procedures (SOPs) for Salesforce updates and SharePoint filing. 

• Maintain records in accordance with established processes and quality standards. 

• Support audits, reviews, and compliance-related documentation requests. 

Required Qualifications 

Education 

• Bachelor’s degree in business administration (BBA), Commerce (B.Com), Computer Applications (BCA), or a related field. 

Experience 

• 1–4 years of experience in data administration, CRM data entry, document management, records management, or back-office operations. 

• Experience working with Salesforce, SharePoint, or similar business systems preferred. 

• Experience in a GCC, shared services, or multinational environment is an advantage. 

Knowledge & Skills 

• Working knowledge of Salesforce or the ability to learn quickly using established SOPs. 

• Strong attention to detail and commitment to data accuracy. 

• Proficiency in Microsoft Excel, Outlook, and SharePoint. 

• Strong organizational and document management skills. 

• Good written and verbal English communication skills. 

• Ability to work independently with minimal supervision. 

• Strong time management and prioritization skills. 

Preferred Qualifications 

• Salesforce Administration certification or related CRM certification. 

• Experience in document control, records management, or compliance administration. 

• Exposure to contract administration or subcontractor management processes. 

• Experience supporting U.S.-based operations or global stakeholders. 

What to Expect 

As a Subcontractor Compliance & Documentation Specialist at Ceres India, you will play a critical role in maintaining accurate subcontractor records and supporting compliance documentation processes. 

This role requires exceptional attention to detail, accountability, and process discipline. Success will be measured by data accuracy, document integrity, timely task completion, and adherence to established procedures. 

You can expect a structured yet collaborative environment where accuracy, consistency, and proactive communication are highly valued. 

Why Join Ceres? 

At Ceres, you won’t just have a job you’ll have a mission. Your work will directly support the teams responsible for helping communities recover after disasters. 

We offer: 

• A collaborative, mission-driven work culture 

• Opportunities for professional growth and development 

• Exposure to U.S.-based operations and global stakeholders 

• Hands-on experience with enterprise systems and compliance processes 

• The opportunity to make a meaningful, lasting difference in disaster recovery efforts