Subcontract Administrator Lead

Job Summary: Responsible for managing the subcontractor lifecycle, including prequalification, contract administration, compliance tracking, and invoicing. Oversees subcontractor agreements, work authorizations, change orders, and contract reviews while ensuring compliance with licensing, insurance, certified payroll, and audit requirements. Serves as a key point of contact for subcontractors and project managers, supports financial month-end close activities, maintains accurate records, and provides guidance on contract-related matters. Supports the department manager, assisting with managing workloads, performance, and productivity.

Responsibilities:

• Coordinate the Subcontractor pre-qualification process
• Analyze and manage required compliance documents including contractor’s license, certificates of insurance, insurance endorsements & lien releases
• Issue Work Authorizations & Change Orders
• Review and process Subcontractor monthly invoices
• Assist Subcontractors & Project Managers with contract or status inquiries
• Support month-end and year-end close activities
• Monitor timely submission of Certified Payroll & OCIP as related to compliance
• Maintain compliant audit files and support internal and external audit requests
• Maintain current knowledge of relevant subcontract procedures and practices
• Lead a team by ensuring overall team productivity and development.
• Special projects as assigned

Required Qualifications:

• 4+  years of experience in a construction environment, specifically in insurance, contract management, or compliance.
• Strong proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to manage and analyze compliance documents, including contractor licenses, certificates of insurance, and lien releases.
• Excellent attention to detail for maintaining compliant audit files and supporting internal and external audit requests.
• Demonstrated ability to work under pressure, multi-task, and meet deadlines.
• Strong organizational and time-management skills to coordinate the Subcontractor pre-qualification process and manage compliance activities.
• Customer service-focused mindset to assist Subcontractors and internal teams with inquiries.
• Excellent communication and interpersonal skills to collaborate with the operations team and other stakeholders.
• Construction projects accounting experience  
• Experience in a leadership role overseeing teams or projects.

Preferred Qualifications:

• Bachelor’s Degree in Business Administration, Contract Management, or a related field.
• 6+ years of experience in a construction environment, specifically in cost accounting,  insurance, contract management, or compliance.
• Knowledge of Certified Payroll and Owner-Controlled Insurance Programs (OCIP).
• Knowledge of subcontractor procedures, practices, and compliance standards.
• Familiarity with month-end and year-end close activities in a contract or compliance environment.
• Previous experience managing and interpreting Master Agreements or agreement modifications.
• Experience supporting special projects related to contract or compliance management.

Physical Demands:

In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job. 

• Must be able to effectively communicate, (ie see, hear, speak and write clearly) in order to communicate with colleagues and/or customers; manual dexterity required for occasional reaching, lifting of light office objects, and operating office equipment 

Working Conditions:

In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. 

• The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate  

Additional Information:

• Working Hours: This position generally works Monday- Friday, overtime and on call when necessary
• Travel Requirements: Occasional travel may be required to visit branch office to provide support and training as needed, usually no more than 2 to 4 times per year.
• Benefits:
  • Medical 
  • Dental 
  • Vision 
  • Flexible Spending Accounts 
  • 401K w/ company match 
  • Life/AD&D/LTD 
  • Paid Vacation/Sick/Holidays 
  • Employee Assistance Program 
  • Pet Insurance  

Equal Employment Opportunity Statement
This company considers candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

Equal Opportunity Employer, including disability / veterans.

All your information will be kept confidential according to EEO guidelines.

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Reasonable Accommodations
If you require a reasonable accommodation in completing a job application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, you can reach out to our HR team for support at [email protected]. Please note our HR representatives do not have visibility of application or interview status. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job

Indefinite U.S. work authorized individuals only. Future sponsorship is unavailable. U.S. work authorized individuals only.