Subcontract Administrator

WeBuildIdaho.org; Ferndale (WA); On-site; USD 41,328 - 52,348; Full time

Benefits offered by this job

Medical, vision, and dental insurance

401(k) match

Paid time off

Job summary

A construction firm in Ferndale, Washington, is seeking a full-time Subcontract Administrator to manage subcontract agreements and payments, ensuring compliance and timely processing. The role involves preparing contracts, onboarding subcontractors, and maintaining records. The ideal candidate has a bachelor's degree or equivalent experience in contract administration, strong communication skills, and attention to detail. Competitive hourly payings between $30.00 and $38.00, with benefits including medical coverage and 401(k) matching.

Qualifications

• Minimum of 2 years’ experience in contract administration, preferably in construction.
• Excellent attention to detail.
• Strong analytical and problem-solving skills.

Responsibilities

• Prepare and process subcontracts and payments.
• Coordinate subcontractor onboarding and compliance.
• Review and file subcontractor invoicing.

Skills

Strong communication

Interpersonal skills

Customer service skills

Problem-solving abilities

Attention to detail

Proficiency in Microsoft Excel

Education

Bachelor's degree or 2 years’ experience in contract administration

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Viewpoint Vista

Job description

Our Ferndale, Washington office is seeking a full-time Subcontract Administrator to play a key role in supporting and administering subcontract agreements and payments. This position is responsible for preparing and processing subcontracts, coordinating subcontractor onboarding, ensuring compliance with insurance requirements, reviewing contract language, and facilitating accurate and timely subcontractor payments. The Subcontract Administrator partners closely with project management, finance, and others to ensure effective and compliant subcontract execution.

Subcontract Administration

• Process subcontracts based on notes from the Project Manager, entry, formatting & dialogue
• Generates and routes subcontractor onboarding/setup packages
• Conduct detailed reviews of subcontract insurance endorsements for required language and forms
• Perform initial review of subcontractor edits, coordinate with management to address revisions, and facilitate further discussions as needed
• Organize and support subcontractor negotiation meetings, including documentation and follow-up.
• Track contract execution to ensure timely completion and compliance.
• Maintain and update the master subcontract list.
• Perform additional subcontract duties as assigned.

Subcontract Payment

• Reviews and files subcontractor invoicing
• Works with project management on accurate input of subcontract billings and records entries in accounting software
• Manage subcontractor payments on time, aligning with contract terms and owner payment schedules.
• Review compliance documentation for accuracy and risk mitigation before making a payment.
• Coordinate payment requests and approvals with executive leadership.
• Monitor unapproved invoices and prepare monthly accounting entries for unrecorded costs.
• Address subcontractor inquiries related to payment status and reconciled discrepancies.
• Complete disadvantaged business entity reporting is required.
• Field questions from subcontractors regarding status and payment, and perform reconciliations as needed
• Assists in project closeout by ensuring compliance of subcontractors

Contract Administration

• Facilitate timely compliance with owner documentation requirements at contract execution
• Coordinate with insurance agents to ensure proper insurance and bonding are in place and communicate with owners.
• Collaborate with project teams to meet all owner contract requirements within established timelines.

IMCO provides an employee-focused culture and a team-oriented environment, with a strong emphasis on developing successful employees.

Compensation and Benefits

• Starting hourly wage $30.00 - $38.00. Depending on experience and education.
• Medical, vision, and dental insurance coverage is available on the first day of the month following 60 days of employment.
• 401(k) match on eligible wages and is available for eligible employees on the first of the month following 60 days of employment. IMCO offers 100% contribution matching up to 4% of the employee’s eligible wages.
• Professional development/ growth opportunities
• Paid time off - During the first year of employment: 10 days prorated on hire date
  • January 1 prior to 6 months of employment: 10 days
  • January 1 following 6 months of employment: 15 days
  • January 1 following 5 years of employment: 20 days

Location

• Ferndale, Washington

Knowledge and Demonstrated Proficiencies

• Strong communication, interpersonal, and customer service skills with the ability to clearly convey information.
• Alignment with IMCO’s mission to build quality projects with integrity, excellence, and safety.
• Ability to collaborate effectively with all levels of personnel in a construction environment.
• Strong problem-solving abilities with sound judgment and decision-making skills.
• Able to make confident decisions quickly and effectively
• High attention to detail with strong organizational and recordkeeping abilities.
• Proficiency in Microsoft Excel, Word, and Outlook; experience with Viewpoint Vista is a plus.

Requirements and Qualifications

• A bachelor's degree or a Minimum of 2 years’ experience in contract administration, preferably within the construction environment.
• Excellent attention to detail and accuracy.
• Proven analytical and problem-solving skills
• Strong communication and interpersonal skills.
• We encourage you to apply even if you don't meet every single qualification. We value diversity and believe the best person for the job will bring their unique skills and experiences to the table.
• Pre-employment drug testing required
• Criminal background check required
• Commitment to teamwork, safe work practices, and integrity

About IMCO

IMCO is a heavy civil general contractor that serves public and private clients throughout Washington, Montana, Oregon, and Idaho. Our employees are our most valued asset. We take pride in our employees, offering competitive wages and benefits, training, and a culture rooted in teamwork and innovation.

Our Mission.

Proudly building complex projects with integrity, excellence, and safety.

Our Vision.

To be the best, the most exceptional team, tackling challenging opportunities with world-class innovation, and positively impacting our communities every day.

Accessibility:

If you need an accommodation during the application or hiring process, please contact Human Resources at [e-mail]

IMCO Construction is an Equal Opportunity Employer

— all qualified applicants, including individuals with disabilities and veterans, are encouraged to apply.