Subcontract Administrator Job Description
Subcontract administrator
provides for proper subcontract acquisition and fulfillment in accordance with company policies, legal requirements, and customer specifications.
Subcontract Administrator Duties & Responsibilities
To write an effective subcontract administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included subcontract administrator job description templates that you can modify and use.
Sample responsibilities for this position include:
Ensure subcontract documents comply with established procedures
Analyze contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, and corporate policies and business unit procedure
Procures and administers purchase orders and subcontracts for goods and services, as requested from Project personnel and maintains records for same per established procedures, filing
Ensures post award compliance on the supplier’s performance (cost, schedule, technical, SAIC policies and procedures, and all other terms and conditions) of awarded agreements
Ensuring compliance with internal procurement policies, Federal Acquisition Regulation (FAR) requirements
Must be able work for long periods of time in an administrative desk type work environment
Must be able to manage and prioritize multiple assignments, and work under strict deadlines
Must be available to support limited business travel requirements
Handle inquiries and needs for subcontractor due diligence requests
Research subcontract information as necessary
Subcontract Administrator Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Subcontract Administrator
List any licenses or certifications required by the position: CPCM, CPSM, FAA, AMS, FAR, NCMA, CPM, CAPM, CFCM, CSCP
Education for Subcontract Administrator
Typically a job would require a certain level of education.
Employers hiring for the subcontract administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Education, Business/Administration, Supply Chain Management, Business, Administration, Management, Finance, Engineering, Business/Management, Pre-Law
Skills for Subcontract Administrator
Desired skills for subcontract administrator include:
Federal Acquisition Regulations
IDIQ vehicles
GWACs
GSA schedules
SAP is desirable
Regulations
Procedures
Engineering/construction industry contracting practices and Bechtel policies
Negotiations
Desired experience for subcontract administrator includes:
Distribute documents and correspondence to internal/external customers
Communicate professionally with internal/external customers
Support Small Business reporting requirements
Schedules and chairs subcontractor and internal meetings as required
Ability to negotiate terms and conditions of subcontracts
Prepare and execute subcontract documents
Subcontract Administrator Examples
1
Subcontract Administrator Job Description
Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of subcontract administrator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for subcontract administrator
- Assist with development, maintenance and updates of program specific contractual requirements including subcontract structure, specifications, interface control documents, software requirement documents, test plans/procedures, quality requirements, Statements of Work (SOWs), terms and conditions, payment terms, milestone payment plans, data and hardware deliverable requirements, project/deliverable schedules and RFP’s
- Enter, update, and/or retrieve information from various automated systems
- Receive, process, and reconcile all subcontract invoicing payments
- Verification of subcontract and subcontract change order values for invoice processing
- Support proposal activities as required to meet short deadlines
- May represent the organization as an administrative contact on assigned subcontracts
- Develop, negotiate and administer subcontract agreements and acquisition aspects in new business proposals and existing IDIQ subcontracts/Task Order with Fixed Price, Fixed Price Level of Effort, and Cost Reimbursement subcontracts of a low to moderate dollar value, risk, creativity and complexity
- Have moderate autonomy for an assigned area or responsibility within a function
- Associate SCA will operate under the supervision of more senior Procurement staff and will seek review of non-routine decisions
- Develops basic procurement strategies including a clear, concise, actionable Statement of Work (SOW)
Qualifications for subcontract administrator
- Proficient in utilizing software applications, Microsoft Word, Excel, Access
- Prepares for and negotiates with the USG for changes, Request Equitable Adjustments (REA), and Task Orders
- Administers basic-level supplier closeouts and complete required checklists and templates
- Performs basic sourcing/procurement activities for the Program Management Office (PMO)
- Assists assigned subcontract managers as directed/requested
- Prepares or assists in the preparation of CDRL’s (DD Form 1423) using associated DID(s) for submission to the USG using data/information provided by subcontract managers/subcontractors
2
Subcontract Administrator Job Description
Job Description Example
Our company is growing rapidly and is hiring for a subcontract administrator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for subcontract administrator
- Review routine and moderately complex solicitations and contractual instruments
- Provide contractual guidance to internal management including program management
- Prepare responses to solicitations in the form of proposals and quotations
- Prepare and issue requests for proposals (RFPs) for subcontractor support
- Evaluate subcontractor responses for compliance with RFP requirements
- Negotiate contract/ subcontract language, terms and conditions, cost/price, deliverables, and schedule requirements
- Accomplish closeout of assigned prime contracts and subcontracts
- Coordinate with finance and business team disciplines for resolution of contract issues and disputes
- May assist in new business pursuit and associated contract strategy
- May assist in identification, development and implementation of new contract/subcontract policy and processes
Qualifications for subcontract administrator
- May participate in development of less complex business alliances and partnering agreements
- Possess a general understanding of the business case and an appreciation of financial/analytical issues and profit and loss implications
- Examine and prepare general business and commercial transaction documents
- Understand contractual obligations, identify potential risks, communicate key terms and conditions, and assist project teams with compliance
- Oversee integration and resolution of contractual issues impacting the prime contract, purchase orders and subcontracts
- Manage negotiation of Purchase Order and Subcontract terms and conditions
3
Subcontract Administrator Job Description
Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of subcontract administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for subcontract administrator
- Reviews, drafts as necessary, and may participate in the negotiation of non-disclosure and teaming agreements
- Ensure the management of subcontract file(s), including preparation and control of all modifications and correspondence
- Evaluate complex terms and conditions and issue FFP, T&M and Cost Plus type subcontracts
- Minimum 6-10 years of experience in subcontract management
- NCMA member
- Must be proficient with MS Office, Lotus Notes and Material Management software
- Draft, negotiate and manage contracts for construction, services and materials
- Ensure compliance with insurance and bonding requirements
- Ensures that terms and conditions will be appropriate
- Administer and manage change orders ensuring legal and contractual compliance
Qualifications for subcontract administrator
- Basic knowledge of different contract types
- Microsoft Word and Excel is required (formulas), SharePoint
- Must possess strong computer skills relating to data analysis and document preparation
- Active, fully adjudicated TS clearance preferred
- Previous experience in the IC sector is preferred
- Must have experience in cost type fixed price subcontracting
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Subcontract Administrator Job Description
Job Description Example
Our innovative and growing company is looking for a subcontract administrator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for subcontract administrator
- Maintains accurate tracking records tailored to the assigned subcontracts
- Assure invoices and payments are accurate and processed on time
- Review correspondence to assure compliance with subcontract, and obligations/ requirements
- Ensures retention of hard copy of reports and claims for seven years
- Coordinate and perform contract close-out actions, maintain a close working relationship with Project Manager
- Serves as liaison between subcontractor and project manager
- Preparing and executing a mixed portfolio of subcontracts
- Understanding the buyer and seller’s roles to establish mutually successful business arrangements
- Specifying solicitations and bid packages
- Evaluating proposals and negotiating prices/terms
Qualifications for subcontract administrator
- Must have knowledge of cost reimbursement subcontracting fixed price and T&M subcontract types
- A DoD Security Clearance is desirable
- Must be able to obtain PublicTrust Designation
- Must have a basic understanding of acquisition principles, theories and concepts
- Award phases
- Bachelor's degree with 3 years of subcontract and/or supply chain experience
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Subcontract Administrator Job Description
Job Description Example
Our innovative and growing company is looking to fill the role of subcontract administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for subcontract administrator
- Developing and administrating contractual documentation and post awards
- Programs with T&M and FFP subcontracts
- Responsible for closeouts and timely administration of
- Candidates must have CPFF (Cost Plus Fixed Fee) subcontracting experience Time and Materials, and LSTK (lump sum turnkey)
- Candidate will be responsible for the development of Request for Quotes/Proposals, understanding Statements of Work and the review, analysis and evaluation of Subcontractor proposals
- Candidate will be responsible for issuing purchase order, review orders for price, delivery, quantity, and item correctness, daily expediting with suppliers for lead times, keeping accurate records, resolving any supplier queries and maintain/uploading proper documentation on the Supply Chain Purchasing Drive
- Candidate must know and have experience with SAP, Purchase Orders, competitive bidding practices, bid analysis, preparing Requests for Quotes, how to enter orders, track and expedite
- Candidate must have excellent reporting skills and be accomplished to some degree with Excel, Power Point and Adobe Acrobat XI Standard
- Candidate must have multi-million dollar subcontracts and purchasing experience
- Ensures accurate definition of requirements, negotiates purchase agreements, establishes and maintains an effective procurement system consistent with company control guidelines
Qualifications for subcontract administrator
- Must be pursuing a Bachelor’s degree in supply chain management or related business discipline
- Able to work with all areas of the business community to include Business Management, Accounts Payable, Tax Office
- Open to candidates local to Oak Ridge, TN / neither per diem nor relocation is offered - Interviews will take place in our client’s Oak Ridge office
- 5 years’ experience in subcontracts or procurement and buying on DOE projects
- Demonstrated proficiency in source selection, solicitation, evaluation, negotiation, and supplier management for complex multi-phased, multi-year procurement
- Applicants selected will be subject to a Federal background investigation / drug screen and must meet eligibility requirements for access to classified information or matter