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Position: Subcontract Administrator

Position Description

The Subcontract Administrator is responsible for the administration and coordination of subcontract agreements for a large electrical contractor throughout Northeast Ohio and surrounding markets. This role supports project teams by managing the subcontract lifecycle from issuance through closeout while ensuring compliance with prime contract requirements, company policies, and applicable legal and regulatory obligations.

The Subcontract Administrator serves as a key liaison between project management, operations, vendors, legal counsel, risk management, and corporate support functions. Responsibilities include subcontract preparation and administration, vendor compliance management, maintenance of contractual documentation, coordination of certificates of insurance and bonding requirements, lease administration support, and SOX compliance activities.

The ideal candidate possesses strong organizational skills, attention to detail, effective communication abilities, and a solid understanding of construction contracting practices.

Key Responsibility Areas

• Subcontract Administration & Coordination
• Subcontract Lifecycle Management
• Vendor Compliance & Risk Management
• Contract Documentation & Records Management
• ERP & Data Management

Key Responsibilities

• Subcontract Administration & Coordination
• Support project teams in the preparation, issuance, execution, and administration of subcontract agreements.
• Ensure subcontracts incorporate applicable prime contract flow-down provisions and company requirements.
• Serve as a primary point of contact for subcontract-related inquiries from internal and external stakeholders.
• Assist project management teams with subcontract compliance, documentation, and contract interpretation.
• Coordinate subcontract execution and distribution to relevant project personnel.

Subcontract Lifecycle Management

• Prepare and issue subcontract agreements utilizing approved company templates and contract language.
• Coordinate internal reviews and approvals with project management, legal counsel, operations, and executive leadership as required.
• Process subcontract modifications, amendments, and change orders throughout the project lifecycle.
• Monitor subcontract status from award through project closeout.
• Support resolution of contractual issues and facilitate proper documentation of contract changes.

Vendor Compliance & Risk Management

• Collection and verification of subcontractor compliance documentation (Certificates of Insurance (COI), Bureau of Workers' Compensation (BWC) certifications, performance bonds, payment bonds, contractor qualification documentation, and other required compliance records.)
• Work closely with project teams and vendors to resolve compliance deficiencies.

Contract Documentation & Records Management

• Maintain accurate and organized subcontract files.
• Track subcontract revisions, correspondence, compliance documents, and contract milestones.
• Ensure all executed contracts and supporting documentation are properly stored.
• Support internal and external audits by providing requested documentation.

ERP & Data Management

• Establish and maintain vendor records within company ERP systems.
• Enter subcontract values, amendments, change orders, and compliance information into ERP platforms.
• Generate reports related to subcontract status, vendor compliance, contract values, and project activity.
• Ensure data accuracy and consistency across all systems.
• Review and validate vendor setup or modifications within the ERP system.

Core Competencies

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced construction environment.
• Strong problem-solving and analytical abilities.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Customer-focused mindset with strong vendor relationship management skills.
• Proficiency in document management systems and ERP platforms.
• Knowledge of subcontract administration, construction contracting, and risk management principles.

Qualifications

Required

• Associate degree in Business Administration, Accounting, Construction Management, Supply Chain Management, or related field, or equivalent experience.
• 2–5 years of experience in subcontract administration, contract administration, procurement support, construction administration, or similar roles.
• Proficiency with Microsoft Office applications including Excel, Word, Outlook, PowerPoint, and SharePoint.
• Strong organizational and document management skills.
• Ability to prioritize workload and meet deadlines.

Preferred

• Experience within the electrical construction, specialty contracting, or commercial construction industry.
• Knowledge of construction contracts, subcontract agreements, insurance requirements, and bonding practices.
• Experience with ERP systems such as Viewpoint, Spectrum, JD Edwards, Oracle, SAP, or similar platforms.
• Familiarity with SOX controls and compliance processes.
• Understanding of contract risk management and subcontractor compliance requirements.

EOE Statement: J.W. Didado Electric, LLC is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status, or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities.