Subcontracts Administrator

Bergaila Houston , TX 77020

Posted 3 months ago


We are currently seeking an experienced Subcontracts Administrator to work with a leading EPC company based out of Houston, TX. Our client has a presence in 48 countries worldwide, with state-of-the-art industrial assets on all continents and their own fleet of specialized vessels for pipeline installations and subsea construction, as well as providing a wide range of services, including design, engineering, construction, fabrication and environmental services.


The Subcontracts Administrator must have as a complete understanding and can apply subcontracting principles, theories, concepts, industry practices and standards. Perform work of complex scope. Participates in setting assignment objectives; plans own task schedule to satisfy objectives. Provide principal support to the department and/or project management team in the effective formation, administration and closeout of subcontracts in compliance with applicable procedures and processes.

Will serve as liaison with Legal regarding Subcontract Terms and Conditions, Project Controls regarding progress and cost forecast, Accounting regarding payment and Engineering/Department regarding the technical content / scope of work of each Subcontract.

Responsible for the effective execution of procurement activities for the full purchase-to-pay cycle for complex and strategic Purchase Orders for a project or series of projects as required. Implements Project procurement strategies and activities to mitigate risk and deliver to budget, schedule, quality, cost, etc.

Job Duties include:

  • Actively participates in the department/project support activities, including development of subcontract execution plans, the publication of Project Subcontract Plans, Logs, and other subcontract related reporting.

  • Performs sourcing and pre-qualification of bidders.

  • Assembly and issuance of RFPs (Request For Proposals) and all Addendums.

  • Negotiation, formation, and award of subcontracts for Subsea business unit, as well as assists in claims settlement and prepares subcontractor correspondence with minimal input from project management. Familiarity with vessel operations and BIMCO agreements.

  • Interfaces with engineering, construction, accounting, and the accounting system software in support of subcontract related activities.

  • Administration of subcontracts, including change management, management of the subcontractors, invoices reviews / certification and closeout.

  • Supports the Subcontracts Group in the development, management, and administration of Master Service Agreements.

  • May engage in special projects to meet key goals and objectives.

  • Provides for procedure compliant network and hardcopy filing of all subcontract related documentation.

  • Negotiate best prices and commercial conditions with suppliers within budgetary limits and scope of authority, manage contractual negotiations in line with legal recommendations and facilitate or lead Pre-Award meetings or proposal clarification meetings with suppliers and Project personnel to ensure alignment.

  • Prepare and issue Purchase Orders and amendments per the assigned Delegations of Authority and manage supplier acknowledgements.

  • Develop and maintain Project procurement files in a prescribed and consistent manner including the adequate and timely close-out of Purchase Orders and at times, leading the completion of performance assessments for selected suppliers.

  • Initiates quality review of Purchase Orders, Commercial Bid Tabulations, etc. of the Project procurement personnel as required while ensuring the highest level of quality and compliance of all department procedures and guidelines.

  • Facilitates supplier conference calls or meetings for the resolution or mitigation plans of key or critical issues to ensure alignment with project expectations.

  • Maintains the highest level of ethical and professional standards of conduct as established by the organization while recognizing specific behaviors, which contributes to Procurement fraud.

  • Performs activities to prevent and correct aging Purchase orders and Invoices to ensure delivery and Vendor payment

  • Assists the purchasing section head and the procurement team on the preparation of reporting and KPI measurement (e.g. savings report)


  • Education: Bachelor's degree preferred

  • Minimum five to eight (5 8) years of related experience, specializing in subcontracts formation and administration, as well as relative procurement experience in the Oil and Gas industry

  • Knowledge of contracting and procurement policies and procedures, and how to apply them.

  • Demonstrated effectiveness in prioritizing multiple tasks, monitoring progress, and managing efforts in order to meet schedule deadlines.

  • Demonstrated effectiveness in working with others in a multifunctional team.

  • Efficient utilization of company systems, tools and spreadsheets.

  • Experience working in a project environment

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Subcontracts Administrator