Subcontracts Administrator

Trillium Guideway Partners; Toronto; On-site; CAD 85,000 - 125,000; Full time

Job summary

Trillium Guideway Partners is seeking a Subcontract Administrator to manage the full lifecycle of subcontracts for a major rail project in Ontario. The role requires coordinating with internal teams and subcontractors to ensure compliance with contractual obligations, safety requirements, and schedules.

You will draft and negotiate terms, review invoices, and support cost control efforts. The ideal candidate will have 3–5 years of experience in subcontract administration on large civil or rail

Qualifications

• Bachelor's degree in Civil Engineering, Construction Management, Business Administration, or a related field.
• Minimum of 3–5 years of experience in subcontract administration, preferably on large civil or rail projects.
• Strong understanding of contracts, commercial management, and construction law.
• Experience with contract management software such as SAP, SEO, or Oracle.
• Excellent analytical, negotiation, and communication skills.

Responsibilities

• Coordinate with internal teams and subcontractors to ensure compliance with contractual obligations.
• Draft, issue, and manage all subcontractual correspondence and directives.
• Lead administration of subcontracts and service agreements as needed.
• Review terms, negotiate to align with prime contract.
• Assist project controls with forecasts and accruals for subcontracted work.
• Perform cost and price analysis in conjunction with technical teams.
• Maintain subcontract logs and ensure timely payments.
• Ensure regulatory compliance and policy adherence.

Skills

Subcontract administration

Cost analysis

Financial reporting

Contract negotiation

Stakeholder communication

Budget management

Education

Bachelor’s degree in Civil Engineering, Construction Management, Business Administration, or a related field

Tools

SAP

SEO

Oracle

Job description

The Primary Construction Team consists of ACCIONA Infrastructure Canada Inc. (ACCIONA) and Amico Major Projects Inc. (Amico), as Trillium Guideway Partners (TGP).

What is the project?

The Ontario Line (“OL”) is a fully integrated, stand‑alone, rapid transit system that connects Ontario Science Centre to the Exhibition and Ontario Place grounds. The Northern Civil, Stations and Tunnel (“NC”) project consists of approximately 7 kms of underground subway and elevated guideway, with stations along the segment providing connections to surface bus and streetcar routes. The NC project has been divided into two main progressive design‑build contracts: (1) the Elevated Guideways and Stations Contract (“EGS”) and the Pape Tunnel and Underground Station Contract (“PTUS”), with supporting Early Works.

What is the Opportunity?

The Subcontract Administrator is responsible for managing the full lifecycle of subcontracts for a major rail infrastructure project with a strong commitment to health and safety. This includes administration, invoice review and close‑out of subcontract agreements to ensure they are compliant with project requirements, budgets, and schedules. With a proven track record in managing subcontractor agreements and commercial matters, preferably in a progressive design‐build contract model, the ideal candidate will have experience in complex civil or rail construction, strong commercial acumen, and an in‑depth understanding of relevant construction laws.

Responsibilities

Subcontract Management and Administration:

• Coordinate with internal teams (commercial, construction, technical) and subcontractors to ensure compliance with all contractual obligations, including non‑commercial requirements such as safety, quality, and as‑built documentation.
• Draft, issue and manage all contractual correspondence, including notices, change directives, and change orders.
• Lead and administer small to medium value subcontracts, cost‑plus subcontracts and service agreements as needed
• Review, analyze and negotiate subcontract terms and conditions to align with the overarching prime contract.
• Participate in, prepare for and lead internal stakeholder and client/subcontractor meetings for progress updates and commercial matters
• Maintain comprehensive subcontract logs and registers, tracking all changes, extensions of time, and payments.
• Ensure compliance with all relevant legal and regulatory requirements, as well as company and joint venture policies and procedures
• Assess subcontractor progress claims and invoices for internal approval with subject matter experts or relevant discipline team leads, ensuring accurate and process progress application and invoice in accordance with the joint venture or project policies and processes to ensure timely payments
• Assist the project controls team with monthly forecasts and accruals for subcontracted work
• Perform cost and price analysis in conjunction with the technical teams to evaluate subcontractor proposals and change orders
• Work with Project Controls team manage reconciliations

Risk Management and Dispute Resolution:

• Actively work to avoid disputes by maintaining clear communication and proactively managing subcontractor issues
• Liaise with construction and technical team to ensure that all subcontractors are on schedule and that any delays are promptly addressed, identifying potential issues early and work collaboratively with the teams to mitigate risk ensuring the projects stays on track and within budget
• Mitigate, identify and evaluate potential change orders and claims assisting with the resolution of outstanding commercial issues
• Coordinate with subcontracts manager and legal team as needed to address contractual disputes
• Support the project closeout process by verifying that all contractual obligations have been fulfilled

Communication and Collaboration:

• Maintain excellent relationships with internal stakeholders, subcontractors and clients
• Attend and document subcontractor kick‑off and progress meetings
• Liaise with multiple cross‑functional teams, such as construction, technical, quality and safety on matters affecting contractual rights and obligations
• Provide training and mentorship to increase subcontracts/commercial awareness within the broader project team

You’ll bring to the Team (Knowledge, Skills, Competencies)

• Bachelor’s degree in Civil Engineering, Construction Management, Business Administration, or a related field
• Minimum of 3–5 years of experience in subcontract administration, with a background in large‑scale civil or rail construction projects preferred
• Strong understanding of construction contracts, commercial management, contract law and regulatory requirements specific to construction
• Familiarity with contract management software and tools, such as SAP, SEO, Oracle, or similar ERP systems
• Demonstrated hands‑on experience in subcontract administration on a large, intricate construction project with a proven ability to read and interpret complex contract documents
• Strong commercial acumen with experience in cost analysis and financial reporting
• High level of accuracy and attention to detail in managing contracts and financial documents
• Ability to work collaboratively in a team environment
• Strong organizational and time management skills with the ability to manage and prioritize multiple tasks and deadlines
• Excellent presentation, oral, and written communication skills
• Demonstrated personal commitment to the health and safety framework, policies and management system requirements and expectations
• Flexibility to adapt to changing project requirements and environment
• Proficiency in managing subcontract agreements, including drafting, negotiation, and administration
• Ability to conduct cost and price analysis, manage budgets, and process financial claims
• Strong analytical skills with the ability to evaluate solutions and implement effective resolutions
• Skilled in negotiating terms and conditions with subcontractors to achieve favorable outcomes
• Strong sense of integrity and ethical conduct in all professional activities.

Please note that only candidates that meet requirements will be contacted.

We do not accept unsolicited agency resumes.

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