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Job posting

Job Title: Subcontracts Administrator / Subcontracts Specialist/Co-ordinator/Vendor Admin

Job location type: Onsite

Duration: 12 Months [Possibility of Extension]

What is the location for this job: Chandler, AZ 85224

Number of people to hire in the next 30 days: 10

Experience range: 8 – 15 years

Pay-Rate hourly: $ 50.00/hr - $ 63.00/hr [depending on Experience]

Expected hours: 40hr/Week

Job Summary:

In this role, you will participate in subcontract formation and/or administration. Subcontract formation includes leading preparation and review of bid request packages and developing project contracts operating procedures. Subcontract administration includes continual progress review, forecasting, and communication of difficulties. Your work will ensure subcontract compliance with project requirements. Performs all phases of tasks involved in the sourcing, formation, tendering, negotiation and award and administration of EPC subcontracts. Communicates with bidders and personnel within client to establish clear definition of requirements and to assure proper performance to the stated project requirements. Maintains a continuing review of the progress of each subcontract and provides management with information regarding any scope budget, financial, legal or technical difficulties. Prepares change order and amendments, negotiates with subcontractors and customers to obtain settlement. Represents the company at all times with high moral standards and ethics.

Major Responsibilities:

·        Develop multiple contracts and/or services agreements simultaneously as assigned.

·        Perform formation duties including but not limited to; source and prequalification of potential bidders, prepare and issue request for proposal packages, coordinate and resolve technical and commercial clarifications, receive bids, organize the evaluation process, prepare commercial bid summaries and recommendation documents, secure approvals in accordance with established procedures and prepare contract documents for execution.

·        Implement the Division Responsibilities Matrix which records the Project’s agreed assignment of various subcontract management tasks and the Standard Work Process Procedures applicable to Subcontract Administration.

·        Administer assigned subcontracts maintaining a continual review of progress and providing management with information regarding projected financial or technical difficulties.

·        Prepare and maintain control and status reporting documents.

·        Prepare and organize assigned contracts sponsored meetings, such as bid clarification and pre-award meetings, for the purpose of ensuring complete understanding and agreement between stakeholder parties on all contractual matters.

·        Assist project Contracts team in solving and attending to administrative problems on planning, staffing, work-hour calculations, budgeting, procedures preparation, commitments involving monetary expenditure or risk, engineered technical specifications, or supplementary commercial conditions.

·        Coordinate with Construction, Engineering and Support Services staff on operational activities affecting contractual rights and obligations, subcontract performance, subcontract administration and other major matters.

·        Represent Client in contractual discussions of moderate complexity.

·        Administer information programs to ensure mutual understanding of subcontract terms and conditions.

·        Monitor cost vs scope progress and prepare periodic status reports for management.

Education and Experience Requirements:

Requires bachelor's degree (or international equivalent) and 5-8 years of relevant experience or 9-12 years of relevant work experience

Required Knowledge and Skills:

·        Knowledge of service acquisition & procurement regulations, policies and practices.

·        Demonstrated training or experience in pricing, contract law, negotiations and accounting.

·        Working knowledge of engineering/construction industry contracting practices.

·        Experience in developing contract types (including LSTK, T&M and UR), fee arrangements and contract terms.

·        Experience in developing and recommending potential solutions to contractual problems to management.

·        Broad knowledge and experience in subcontract administration required.

·        Strong organizational and communication (oral and written) skills, professional and proactive approach to mitigation of contract administration challenges and inherent business risks.

·        Knowledge of developing and implementing strategies for negotiations utilizing accounting or cost engineering methods gained through education or experience.

·        Knowledge and understanding of the project functional groups and company policies, procedures and work practices, as well as associated software systems.

·        Experience in field administration of EPC contracts is an asset. 

·        Minimum 5 years in (sub)contract administration.

·        Proficiency in all phases of the formation and award of large, moderately complex contracts. 

Software Galaxy Systems, LLC (SGS) is an award-winning Contingent Workforce Services firm providing a broad range of integrated suite of services through a global delivery platform. SGS brings innovative talent management strategies to empower its clients to stay focused on growth of their core competencies. SGS has developed a comprehensive process-oriented methodology to manage high-volume contingent labor, payroll services and SOW’s for today’s competitive landscape.

SGS is proud of the partnerships it has built with its clients, MSP’s, and employees which has allowed it to deliver unparalleled service to its wide-ranging customer base. SGS is a certified minority owned enterprise that provides innovative yet practical solutions, from concept through execution. We combine technology with strategy and aim to deliver results today that endure tomorrow. SGS’ client centric approach delivers unparalleled value with vastly responsive, streamlined and highly process oriented workforce solutions.

SGS has been awarded and acknowledged by leading MSP’s (i.e., KellyOCG, TAPFIN, Guidant Global, etc.) for its exemplary performance in the contingent workforce space.