Subcontracts Administrator

AtkinsRéalis; Miami (FL); Hybrid; USD 65,000 - 90,000; Full time

Job summary

AtkinsRéalis is seeking a Subcontracts Administrator to join our Miami/Tampa, FL or Houston/Austin, TX teams. The role is hybrid, requiring 3 in-office days weekly, with responsibilities spanning subcontract creation, review, and tracking, plus coordination with project teams and compliance activities.

The candidate should have a BA/BS in Business Administration or related field with 2+ years in DOT procurement or federal contract administration; NCMA certification is preferred.

Qualifications

• Bachelor's degree in Business Administration or related discipline with minimum two years of relevant experience in DOT procurement or Federal contract administration.
• Associate's degree with six years of relevant experience; eight years for candidates without a degree.
• NCMA certification preferred.

Responsibilities

• Process subcontract requests using standard subcontract agreements and verify scopes, schedules, and compensation structures.
• Review Certificates of Insurance for compliance with prime contracts.
• Support compliance activities including HSE and ERA approvals.
• Assist in negotiating subcontract terms and preparing subcontracts and amendments.
• Maintain subcontract tracking records and assist with closeout and records archiving.
• Serve as liaison between subcontractors, project management, and procurement.

Skills

Analytical skills

Organizational skills

Contract knowledge

Communication

Education

Bachelor's degree in Business Administration or related discipline

Associate's degree with six years of relevant experience

Job description

Overview

We are seeking a Subcontracts Administrator to join our team in Miami, Tampa, FL, Houston or Austin, TX. This is a hybrid position that will require to be in the office 3 days a week.

Process Purchase Requests using the appropriate standard subcontract agreements to ensure subcontractors fully meet company and project requirements. This includes reviewing scopes of services, schedules, and compensation structures, and uploading documents into the Contract Lifecycle Management (CLM) system, Conga. Serve as an enabler and business partner to project teams by helping mobilize subcontractors for the successful delivery of project scopes.

Your role

• Facilitate subcontractor registration within the company database.
• Review Certificates of Insurance to ensure compliance with prime contract requirements and/or company standard insurance terms.
• Facilitate compliance activities, including but not limited to Health, Safety, and Environment (HSE) and Engagement Risk Assessment (ERA) approvals.
• Support negotiation of subcontract terms and conditions as required.
• Prepare and issue subcontracts within delegated procurement authority limits.
• Prepare subcontract documents and amendments, including coordination with Senior Administrators regarding flow-down requirements from prime contracts.
• Ensure subcontract terms and conditions are appropriate and compliant.
• Prepare reports and contractual correspondence for project management and clients.
• Maintain accurate subcontract tracking records tailored to assigned contracts.
• Assist with subcontract closeout activities, complete file documentation, and archive subcontract records appropriately.
• Ensure retention of reports and claims documentation for required retention periods.
• Support internal and external audits as required.
• Serve as a liaison between subcontractors, program management, and procurement personnel.
• Perform additional assignments and duties as directed by the Supervisor.

Complexity:

• Performs work requiring the application of acquired and diversified knowledge and experience in subcontract administration and the coordination of related activities.
• Supports subcontract management activities involving varied tasks and differing levels of complexity.

Decision-Making:

• Exercises independent judgment when analysing subcontracts and reports to determine contract requirements and compliance obligations.
• Receives direction regarding assignment objectives, administrative issues, and potential solutions while maintaining responsibility for day-to-day execution.

Internal Contacts:

• Interfaces with Project Managers, Divisional Managers, Legal professionals, Finance teams, and administrative staff.

External Contacts:

• May interact with client representatives, subcontractors, and regulatory agency personnel to coordinate contractual documentation and records management activities.

About you

• Bachelor's degree in Business Administration or a related discipline and a minimum of two years of relevant experience in DOT procurement or Federal contract administration; or an Associate's degree with six years of relevant experience. Candidates without a degree require eight years of relevant experience.
• NCMA Certification or similar professional certification is preferred.
• Experience processing paper and electronic documentation.
• Working knowledge of subcontracting activities common to the engineering and construction industry is preferred.
• Strong analytical and organizational skills.
• Ability to perform mathematical calculations and understand contract types and compensation methods.