Project Subcontract Administrator - Houston, TX (Park Place)

About the role

Independently performs a variety of assignments involving subcontracting duties and responsibilities for projects involving high-dollar, technically unique items or critical product lines. This role may perform the duties of the lead Subcontracts representative on smaller and/or less complex projects. Fully competent in all conventional phases of subcontracting and capable of planning and conducting tasks requiring independent judgment in the evaluation, selection, and substantial adaptation and modification of standard subcontracting techniques, procedures, and criteria. This role has a direct impact upon cost containment, efficiency, and the profitability of operations and may involve direct interface with clients.

About S&B

S&B is an exceptional full-service Engineering, Procurement, and Construction (EPC) company, proudly maintaining private ownership and operation for over five decades. With extensive experience, we have successfully undertaken diverse projects across various industries, including Oil & Gas, Chemicals, Petrochemicals, Energy Transition, Power, and Pulp & Paper. What sets us apart is our unwavering commitment to safety, timely project completion, and cost-effective solutions. Our proven track record speaks for itself, as we consistently deliver outstanding results while adhering to the highest industry standards. Our company culture fosters an environment of collaboration, innovation, and excellence. We offer a competitive compensation package and a comprehensive benefits program to attract and retain the best professionals in the field.

Supervisory Responsibilities

Generally directs the activities of and/or advises less experienced subcontracts personnel and administrative support personnel unless serving in a standalone role.

Qualifications and Experience

• Minimum of seven (7) years of related subcontracts experience.
• Proficiency in typing and standard Microsoft Office products.
• Subcontract Planning & Procedures: Ability to assist in developing Project Subcontracting Plans and Subcontract Procedures. Experience in creating and maintaining Project Bidders Lists.
• Scheduling & Coordination: Skilled in working with project schedulers to ensure timely subcontract awards. Ability to coordinate RFIs between subcontractors and technical services.
• Technical & Commercial Analysis: Proficiency in analyzing commercial and technical proposals for bid evaluations. Ability to lead bid meetings, clarify requirements with engineering, and complete pre-award RFIs.
• Negotiation & Cost Management: Strong negotiation skills for prices, terms, and schedules with subcontractors. Experience in developing and validating cost information for proposals, RFIs, and change orders. Ability to manage cost and schedule impacts directly with subcontractors and report findings.
• Supplier & Subcontractor Management: Skilled in soliciting quotations, analyzing bids, and selecting suppliers. Ability to maintain and update supplier qualification databases. Experience in subcontractor onboarding and ensuring compliance with safety, quality, and technical requirements.
• Document Control & Reporting: Proficiency in preparing and distributing subcontract documents, bid tabulations, and change orders. Ability to maintain accurate logs, records, and reports for subcontract management. Experience in tracking costs, manhours, and forecasting trends.
• Compliance & Auditing: Ability to audit project files for procedural compliance. Ownership of subcontract logs (insurance, services, facilities) and ensuring accuracy.
• Leadership & Communication: Ability to mentor junior staff and lead regular subcontractor meetings. Strong problem-solving skills for cost validation and vendor-related issues. Effective communication with engineering, construction management, and subcontractors.

Normally requires a 4-year degree in Business Administration (or related curriculum) and 4 years of Subcontract Administration. In lieu of a degree, 10 years of equivalent experience in construction-related subcontract activities, in which 4 of those years were in Subcontract Administration.

Responsibilities

• Assist in the development of Project Subcontracting Plans and Project Subcontracts Procedures.
• Assist in the development of Project Bidders List.
• Work with project scheduler during early planning phase to ensure subcontracts are awarded in a timely manner to meet project schedule.
• Consult with engineering and construction management to clarify material and scope of work requirements.
• Prepare and submit Inquiry Packages (ITB) for Subcontract Management approval.
• Analyze all Commercial and Technical portions of the proposals process for complete Commercial/Technical Bid Evaluation through ownership of bid meeting, clarifications with engineering, pre-award Request for Information (RFI) completion, etc.
• Discuss needs with subcontractors, review subcontractor's alternate suggestions, and make recommendations to project/construction management with respect to cost reductions, better deliveries, and sales terms.
• Consult with subcontractors and project engineers regarding technical suitability of equipment and work methods.
• Assist with coordination efforts of Request for Information (RFI) between subcontractor and technical services.
• Handle subcontractor cost and schedule impact monthly/weekly with Subcontractor and without guidance from Subcontract Manager—working directly with Subcontractor to resolve cost impacts and report findings to Subcontract Management.
• Work directly with Subcontractor and others (coordination/management) for development and validation of cost information for proposals, Requests for Information (RFI), Field Change Orders (FCO), etc. with guidance from supervision.
• Negotiate prices and terms directly with Subcontractors—facilitating meetings with Subcontract Management and Legal if necessary to complete Term agreements.
• Solicit quotations and develop cost information for proposals in reference to budgetary requests, etc.
• Enter and distribute subcontracts and other subcontract documents.
• Solicit information from subcontractors regarding their capabilities and qualifications and ensure update of information in the supplier database.
• Prepare and submit request inquiry packages (ITB) under general supervision.
• Analyze commercial and technical portions of proposals to compile bid evaluation for review and approval by management.
• Assist with coordination efforts of Request for Information (RFIs) between subcontractor and technical services.
• Receive subcontractor cost and schedule impact sheets—validate with management guidance and oversight, implement change if applicable and approved.
• Discuss needs with subcontractors, review subcontractor's alternate suggestions, and make recommendations to project management with respect to cost reductions, better deliveries, and sales terms.
• Develop and submit cost information for proposals, Requests for Information (RFI), Field Change Orders (FCO), etc. with guidance from supervision.
• Analyze quotations and select suppliers.
• Assist Supervision in making commitments and negotiate prices and schedules.
• Create bid tabulation forms and other subcontract documents.
• Obtain routine cost information for estimating purposes as requested with oversight by supervision.
• Enter and distribute subcontracts and other subcontract documents.
• Assist subcontractors with site pre-requisite requirements and onboarding.
• Ensure subcontractor compliance with site safety, quality, and technical requirements.
• Ensure maintenance and accuracy of daily records and logs.
• Create reports on a regular basis for review and distribution by Subcontract Management.
• Track and report subcontractor costs including commitment of invoice billings, possible T&M overages, and resolution of discrepancies, etc.
• Track and report daily and weekly manhours, forecasting trends and overages to Subcontract Management.
• Own all project-specific subcontract logs such as insurance expiration, monthly servicing, temporary facility, and service details. If subordinate is responsible, audit for accuracy and consistency to communicate trends or tasks associated.
• Control and audit (for compliance by others) of project files for project procedural compliance.
• Create and report forecasting trends to Subcontract Management.
• Control subcontract document execution such as addendums, change order agreements, and notice to proceed signatures.
• Mentor all subordinate levels of team staff.
• Host/lead regular subcontractor meetings (daily, weekly).
• Engage directly with Subcontract Coordination for problem-solving, cost validation, etc.
• Assist with vendor-related issues regarding commercial and field discrepancies with both project team and home office disciplines.

Language and Communication Skills

The ability to read, analyze, and interpret general business periodicals, professional journals, technical bulletins, and government regulations is essential. The ability to write reports, business correspondence, and procedure manuals is also required. The ability to effectively deliver oral presentations and respond to questions from groups of managers, engineers, clients, and subcontractors is a daily requirement. Job success often hinges upon interpersonal communication and relationship development skills. Tasks require frequent interchange, and successful completion depends largely on effective interaction and communication with others.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Physical Demands

Occasionally participates in field trips to job sites and may be assigned to work at a site for several months at a time. This requires the ability to stand, walk, reach, climb, and balance. Lifting up to 25 pounds may be required.

Work Environment

Normally works in an office environment but occasionally participates in field trips to job sites and may be assigned to work at a site for several months at a time, which may require exposure to outdoor weather conditions, loud noise, fumes, and airborne particles. Hybrid work arrangement.