Subcontracts Manager

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

📋 Description

• Oversee the entire lifecycle of subcontractors from prequalification and contract signing to project execution, payment processing, and final closeout.

• Collaborate with Contracts, Legal, Project Operations, Accounting, Accounts Receivable, Accounts Payable, Supply Chain, Safety, Risk Management, Finance, Enterprise Systems, and various other stakeholders.

• Analyze prime contracts and customer requirements, ensuring relevant provisions are cascaded down into subcontract agreements.

• Maintain oversight of subcontract values, change orders, retainage, payment terms, insurance, performance obligations, and closeout criteria.

• Manage pay-when-paid and paid-if-paid provisions where legally permissible, alongside retainage, milestone billing, and other conditional payment terms.

• Track customer or general contractor funding status, funded-through dates, payment applications, billing cycles, and eligible payment amounts.

• Identify and escalate funding gaps, late payments, disputed invoices, potential work stoppages, lien activity, and other payment-related risks.

• Supervise the validation and processing of subcontractor invoices, progress billings, and payment applications.

• Address discrepancies in invoices, missing approvals, duplicate billings, incorrect amounts, and system-related issues.

• Keep track of invoice aging, payment holds, approval delays, and unresolved exceptions.

• Handle lien waivers, payment releases, affidavits, final waivers, surety consents, warranties, as-built documentation, punch-list completions, and other closeout deliverables.

• Coordinate subcontractor prequalification and assess qualifications, financial stability, safety performance, insurance, licensing, experience, geographic capabilities, and historical performance.

• Monitor subcontractor schedules, quality, safety, manpower, responsiveness, documentation, and compliance with contractual obligations.

• Develop performance scorecards and corrective-action plans while providing leadership insights into subcontractor risks.

• Reconcile commitments, actual costs, accruals, retainage, approved changes, project funding, and cash receipts.

• Maintain records and reporting for subcontractors across project, procurement, accounting, contract management, and document management systems.

• Create dashboards and reports on commitments, balances, invoices, funding, retainage, waivers, change orders, aging, prequalification, performance, and closeout.

• Establish standardized workflows, approval processes, documentation standards, internal controls, training, and escalation procedures.

• Lead or oversee subcontract administration staff as the function expands.

⛳️ Requirements

• A minimum of 7 years of increasingly responsible experience in subcontract administration, construction accounting, project controls, contracts, commercial management, or subcontractor management.

• Comprehensive knowledge of construction subcontract agreements and the administration of subcontractors.

• Familiarity with pay-when-paid and conditional payment provisions, retainage, progress billing, schedule-of-values billing, change orders, and project closeout processes.

• Ability to interpret contract terms and recognize subcontract flow-down requirements.

• Solid understanding of lien waivers, payment releases, notices, subcontractor prequalification, insurance, licensing, safety, financial, and compliance standards.

• Proven experience managing subcontractor invoices, progress billings, retainage, waivers, change orders, and payment criteria.

• Strong skills in financial reconciliation, analysis, problem-solving, organization, communication, and conflict resolution.

• Capability to juggle multiple projects, subcontractors, deadlines, and competing priorities while appropriately escalating significant risks.

• Proficient with Microsoft Excel and project-based ERP, accounting, procurement, or contract management systems.

• Preferred: Bachelor’s degree in Construction Management, Business Administration, Accounting, Finance, Supply Chain Management, Contract Management, or a related field.

• Preferred: 3+ years of leadership or supervisory experience.

• Preferred: Experience in electrical construction, specialty contracting, commercial construction, industrial construction, EPC, or a related project-based setting.

• Preferred: Experience collaborating across Project Operations, Contracts, Accounting, Accounts Receivable, and Accounts Payable functions.

• Preferred: Familiarity with Vista by Viewpoint, Kojo, TradeTapp, Cobblestone, or similar systems.

• Must be able to remain stationary for over 75% of the time, constantly operate a computer and office productivity equipment, frequently communicate with internal and external contacts, exchange accurate information, occasionally move around the office, and handle up to 20 pounds.

🏝️ Benefits

• Remote work arrangement.

• Sedentary office-based work environment.

• Opportunity to lead or supervise subcontract administration personnel as the function expands.