Subcontractor Operations Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Identify, assess, and qualify subcontractors in regions with ongoing or anticipated projects.

• Oversee the complete subcontractor onboarding process, which includes W-9 forms, insurance, licenses, safety documentation, and master subcontract agreements.

• Set up vendors in accounting and project management systems.

• Solicit, compare, and negotiate quotes and rate sheets.

• Maintain an up-to-date rate database for consistent scoping and proposal pricing.

• Keep the approved subcontractor list current by region, service type, capacity, and performance history.

• Identify coverage gaps and verify vendor availability prior to mobilization.

• Collect field feedback and recommend vendors for retention, development, or replacement.

• Confirm subcontractor certificates of insurance and request broker-issued COIs naming necessary parties.

• Assist with bond requests and manage business licensing and contractor registration obligations.

• Monitor document expiration dates and maintain a comprehensive document repository.

• Acquire permits, COIs, licenses, registrations, and bonds required by agencies or clients.

• Maintain references for agency requirements, shared trackers, and templates.

• Act as a backup for 811 design ticket submissions and other coordinator responsibilities.

• Reconcile subcontractor invoices with POs, quotes, and field-verified quantities.

• Address invoice discrepancies and ensure payment status is communicated clearly with Finance.

⛳️ Requirements

• 2 to 4 years of experience in subcontractor or vendor management, construction administration, or a similar operational support role.

• Working knowledge of certificates of insurance, additional insured requirements, bonds, and contractor licensing.

• Comfort in collaborating with insurance brokers, sureties, and state and municipal licensing offices, or the ability to quickly learn their processes.

• Strong organizational skills and attention to detail while managing multiple open items, projects, and vendors simultaneously.

• Excellent written and verbal communication skills, with the persistence to follow up until tasks are completed.

• Proficiency in Microsoft 365 or Google Workspace, particularly in spreadsheets.

• Capability to learn new project and accounting tools.

• Ability to work independently and prioritize tasks in a dynamic, remote-first environment.

• Experience in the utility, civil construction, engineering services, or field services sectors.

• Familiarity with the pricing structures of traffic control, utility locating, or survey subcontractors.

• Exposure to construction accounting processes, including POs and invoice matching, or ERP and AP systems.

• Familiarity with permit document requirements from DOTs, municipalities, or railroads, or with 811 design ticket submissions.

🏝️ Benefits

• Remote-first culture that promotes flexibility and autonomy.

• Collaborative, no-ego team environment focused on customer impact.

• Exposure to innovative solutions that are transforming digital infrastructure and data center development.

• Opportunity to influence sales strategy and directly impact company growth.