Subcontract Administrator

Job Description: Subcontract Administrator

Department: Procurement / Operations

Reports To: Director of Field Services

Supports: Schwob Energy Services, Full Tilt Electric, Full Tilt Concrete

Position Summary

The Subcontract Administrator is responsible for administering, tracking, and maintaining all subcontract agreements in support of Schwob Energy Services and the Full Tilt companies. This role ensures subcontractors are properly onboarded, compliant, contracted, and supported throughout the full subcontract lifecycle—from award through closeout—while adhering to company policies, compliance requirements, and project deadlines.

Key Responsibilities

Subcontract Administration & Contract Management

• Prepare, issue, track, and administer subcontract agreements, amendments, and change orders.
• Ensure all subcontract agreements comply with company standards and legal requirements.
• Coordinate execution of subcontracts between internal stakeholders and subcontractors.
• Maintain accurate subcontract logs and status reporting.

Subcontractor Onboarding & Compliance

• Manage subcontractor onboarding documentation including W-9s, COIs, MSAs, safety documentation, and prevailing wage documentation when applicable.
• Verify subcontractor compliance prior to contract execution and payment.
• Monitor expiration dates and ensure timely document renewals.
• Coordinate payment holds when compliance requirements are not met.

Coordination with Accounting & Payment Support

• Partner with Accounting to ensure subcontractors are set up correctly in accounting systems.
• Confirm compliance prior to invoice processing and payment approval.
• Assist with resolving invoice discrepancies, missing documentation, or payment delays.
• Support month‑end and audit requests related to subcontract files and compliance.

Project & Operations Support

• Coordinate with Project Managers and Construction Managers to confirm scope, pricing, and schedule alignment.
• Maintain clear communication regarding subcontract status, execution timelines, and compliance requirements.
• Track subcontract changes and ensure updated documentation is properly executed and distributed.

Tracking, Reporting & Documentation

• Maintain organized digital subcontract files in SharePoint, Procore, or company systems.
• Provide regular reporting on:
• Active subcontracts
• Pending executions
• Compliance status
• Payment holds
• Support internal audits and leadership reporting as requested.

Policy & Process Enforcement

• Enforce subcontracting policies, procurement procedures, and compliance standards.
• Assist in improving subcontract administration processes and documentation workflows.
• Serve as a point of contact for subcontractors regarding contractual and documentation requirements.

Qualifications

• 2–4+ years of experience in subcontract administration or procurement.
• Experience in construction, energy, or oil & gas environments preferred.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Office and document management systems.

Preferred

• Experience with Procore, Spectrum, SharePoint, or similar ERP/project management systems.
• Familiarity with MSAs, subcontract terms, and change order administration.
• Experience working with Accounting and Legal departments.
• Strong written and verbal communication skills.

Key Competencies

• Organization & attention to detail
• Accountability & follow‑through
• Professional communication
• Compliance‑driven mindset
• Ability to work cross‑functionally
• Time management and prioritization

Work Environment

• Office‑based with frequent interaction with field operations and project teams.
• May require support across multiple projects and business units simultaneously.