Subcontractor Operations Coordinator

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

📋 Description

• Develop and sustain the network of subcontractors that supports U.S. field operations.

• Identify, assess, qualify, and integrate subcontractors for traffic control, utility locating, surveying, and excavation.

• Complete necessary onboarding documentation, including W-9 forms, insurance, licenses, safety documents, and master subcontract agreements.

• Set up vendors within accounting and project management systems.

• Request, evaluate, and negotiate quotes and rate sheets.

• Maintain an up-to-date rate database for scoping and proposals.

• Keep an approved subcontractor list categorized by region, service type, capacity, and performance history.

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

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

• Confirm subcontractor certificates of insurance and request Certificates of Insurance (COIs) from brokers.

• Assist with bond requests and manage requirements for business licenses and contractor registrations.

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

• Acquire necessary permits, agency, and client-required documents.

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

• Provide backup support for 811 design ticket submissions and other coordination tasks.

• Reconcile subcontractor invoices against purchase orders, quotes, and field-confirmed quantities.

• Address invoice discrepancies and keep Finance updated on payment statuses.

⛳️ Requirements

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

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

• Comfortable interacting 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 across multiple open projects, items, and vendors.

• Excellent written and verbal communication skills with the persistence to follow up until issues are resolved.

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

• Capability to learn new project management and accounting tools.

• Ability to work autonomously and prioritize tasks in a fast-paced, remote-first environment.

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

• Familiarity with pricing practices of subcontractors in traffic control, utility locating, or surveying.

• Exposure to construction accounting workflows, including purchase orders, invoice matching, ERP, or accounts payable systems.

• Familiarity with permit document requirements from Departments of Transportation, municipalities, or railroads, as well as 811 design ticket submissions.

🏝️ Benefits

• A remote-first culture that promotes flexibility and autonomy.

• A collaborative team environment with no ego, focused on customer impact.

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

• The opportunity to directly influence company growth.