Subcontracts Administrator

Dashiell Corporation; Houston (TX); On-site; USD 38,000 - 48,000; Full time

Job summary

Dashiell, an operating unit of Quanta Services, seeks an entry-level Subcontracts Administrator in Houston, TX. You will log, code, and route subcontractor invoices, maintain subcontract data, and support the Supplier Subcontracts group under supervision.

Responsibilities include data entry into ERP, tracking invoices and change orders, and ensuring files are complete and audit-ready. No prior experience required; strong attention to detail and MS Office skills are essential.

Qualifications

• High school diploma or GED required; associate or bachelor's degree preferred.
• Accurate data entry and typing skills.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to maintain confidentiality of bid, pricing, and proprietary information.
• Effective written and verbal communication skills.
• Driving is not required for this position.

Responsibilities

• Receive, log, and code subcontractor invoices and pay applications; route them for review and approval.
• Verify invoice data against subcontract terms, schedules of values, and approved change orders; flag discrepancies to the Coordinator or Specialist.
• Enter and update subcontract, change order, and vendor data in the ERP and contract management system with accuracy.
• Track invoice status, retainage, and lien waiver receipt; follow up with subcontractors and project teams on missing documentation.
• Coordinate with Procurement Administration and Accounting on invoice processing, payment status, and vendor inquiries.
• Maintain subcontract files and logs, including agreements, modifications, insurance certificates, and correspondence.
• Collect onboarding paperwork from subcontractors, including W-9s, insurance certificates, and vendor setup forms.
• Track insurance certificate expiration dates and request renewals from subcontractors.
• Scan, index, and archive documents following file standards and naming conventions.
• Prepare and distribute routine reports, such as invoice aging and open item lists.
• Respond to routine subcontractor and project team requests; route other requests to the right team member.
• Schedule meetings, prepare agendas, and take notes as needed.
• Perform special projects and complete other duties as assigned or requested.

Skills

Data entry

Attention to detail

Microsoft Office

Written & verbal communication

Confidentiality

Organizational skills

Education

Associates or Bachelor's degree preferred

Tools

ERP system

Job description

Dashiell, an operating unit of Quanta Services (trading as PWR), is a leading national provider of technical and construction services supporting critical electric infrastructure. We serve electric utilities, power generation, industrial, renewable, and energy markets with integrated capabilities spanning planning and system studies, engineering and design, maintenance and testing, program management, construction, and turnkey EPC delivery.

With more than 60 years of experience executing large, complex projects, Dashiell specializes in medium- and high-voltage electrical infrastructure and delivers safe, reliable solutions across the full project lifecycle. Backed by the scale, resources, and safety culture of Quanta Services, Dashiell partners with clients to build and maintain the infrastructure that powers communities and economies. Learn more at www.dashiell.com.

Primary Function

The Subcontracts Administrator is an entry-level administrative position supporting the Supplier Subcontracts group. Working under direct supervision, this position logs, codes, and routes subcontractor invoices and pay applications for processing, enters and maintains subcontract data, and keeps subcontract files and logs complete and current. The position will be based in our Houston, Texas office located at 12301 Kurland Drive, Suite 400, Houston, TX 77034 and will report to Dashiell's Sr. Manager, Supplier Subcontracts.

Duties & Responsibilities

Employee may be called upon to perform any or all of the following functions:

• Receive, log, and code subcontractor invoices and pay applications; route them for review and approval.
• Verify invoice data against subcontract terms, schedules of values, and approved change orders; flag discrepancies to the Coordinator or Specialist.
• Enter and update subcontract, change order, and vendor data in the ERP and contract management system with accuracy.
• Track invoice status, retainage, and lien waiver receipt; follow up with subcontractors and project teams on missing documentation.
• Coordinate with Procurement Administration and Accounting on invoice processing, payment status, and vendor inquiries.
• Maintain subcontract files and logs, including agreements, modifications, insurance certificates, and correspondence.
• Collect onboarding paperwork from subcontractors, including W-9s, insurance certificates, and vendor setup forms.
• Track insurance certificate expiration dates and request renewals from subcontractors.
• Scan, index, and archive documents following file standards and naming conventions.
• Prepare and distribute routine reports, such as invoice aging and open item lists.
• Respond to routine subcontractor and project team requests; route other requests to the right team member.
• Schedule meetings, prepare agendas, and take notes as needed.
• Perform special projects and complete other duties as assigned or requested.

How You Will Make an Impact

• Keep subcontractor invoicing accurate and on schedule by verifying data against contract terms, approved change orders, and retainage, and routing invoices promptly for review and approval.
• Give the team reliable commercial data through accurate ERP entry and current logs.
• Keep files audit-ready so documentation is never the obstacle in an audit or dispute.

Minimum Qualifications / Experience

Required

• High school diploma or GED required; associate or bachelor's degree preferred.
• No prior experience required.
• Accurate data entry and typing skills.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to maintain confidentiality of bid, pricing, and other proprietary commercial information and to comply with conflict-of-interest and ethics policies.
• Effective written and verbal communication skills.
• Driving is not required for this position.

Preferred

• 6 months or more of office, data entry, accounts payable, or invoice processing experience.
• Exposure to an ERP or contract management system.
• Familiarity with construction or EPC projects.

Physical Requirements

Ability to sit for extended periods while working at a computer.

• Frequent use of hands and fingers for typing, writing, and operating office equipment.
• Ability to communicate effectively verbally and in writing.
• Ability to occasionally stand and walk within an office environment.
• Ability to lift up to 10 pounds occasionally.

Environmental Conditions

• Work is primarily performed in a climate-controlled office environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions as defined by Company policy.

Equal Employment Opportunity

Dashiell is an Equal Opportunity Employer. Employment decisions are made without regard to race, religion, color, sex, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other protected status under applicable law.

Dashiell offers a competitive compensation and benefits package. Benefits include company-paid life insurance, accidental death and dismemberment insurance, long-term disability insurance, and an employee assistance program. Additional benefit offerings include medical coverage through a traditional PPO or one of two high-deductible health plans (with FSA or HSA options), dental and vision coverage, supplemental life insurance, short-term disability, critical illness insurance, group accident insurance, hospital indemnity insurance, and a 401(k) plan with immediate vesting, among others.

Candidates must be at least 18 years of age and legally authorized to work in the United States on a permanent basis without current or future visa sponsorship.