Subcontracts Administrator

US Diversity Job Search; Minneapolis (MN); On-site; USD 70,000 - 110,000; Full time

Job summary

Wood is seeking a Subcontracts Administrator to manage onboarding of subcontractors, coordinate pre-mobilization requirements, and oversee contract changes and deliverables. The role acts as SME for each contract and ensures timely communication between subcontractors, CM teams, and clients.

Responsibilities include managing Field Directives, drafting contract changes, and coordinating weekly contract meetings while maintaining thorough records and reviews of deliverables across safety, quality,

Qualifications

• Bachelor's degree or equivalent industry experience in a related discipline.
• Proven experience in site subcontracts administration, contracts management, or commercial administration on industrial or capital projects.
• Working knowledge of standard construction contracts, field change order processing, rate validation (unit and T&M), and scope change governance.
• Experience coordinating pre-mobilization submittals including safety plans, quality deliverables, and construction execution documentation.
• Familiarity with electronic document control systems (e.g., Fusion Live, Aconex, or similar) and procurement/ERP workflows.
• Strong organization and communication skills with the ability to facilitate construction meetings, maintain minutes, and interface between subcontractors, construction managers, and clients.
• Desirable: prior on-site experience in process, chemicals, mining, or advanced materials facility projects.
• Knowledge of Wood's commercial tools and Supply Chain policies and procedures.

Responsibilities

• Onboard new subcontractors and manage pre-mobilization requirements and due dates.
• Coordinate pre-mobilization deliverables and ensure timely reviews by responsible teams.
• Manage field change orders, unit and T&M rate validation, and scope changes.
• Lead weekly contract meetings, prepare minutes, and distribute records.
• Act as SME for each contract and point of contact for subcontractor administration needs.
• Draft contract changes, directives, and related communication for CM/PM review.
• Manage distribution of approved FCOs to CM team, client team, and subcontractor.
• Coordinate submission of required contractual documents from contractors.
• Assist CM Team with any required subcontractor training for systems like Fusion Live.

Skills

Contract administration

Communication

Organizational skills

Education

Bachelor's degree in Business Admin/Construction/SCM/Quantity Surveying or related

Tools

Fusion Live

Aconex

ERP workflows

Job description

RESPONSIBILITIES

• Manages the onboarding of new subcontractors.
• Coordinates Pre-Mobilization Requirements. SCA will collect deliverables from Subcontractor and send to responsible team members for review. They will set due dates and follow up with reviewers to assure documents are being reviewed in a timely manner. They will manage the premobilization checklist with help from CM, HSSE&S and Quality Manager.
• 0 Construction Execution Plano
• Safety deliverables
• Quality deliverables
• Project Controls deliverables
• Fusion Live
• Notifies Doc Control that new contractor needs to be set up.
• Assists contractor with any training that maybe required for Fusion Live
• Assures that contractor receives all IFC deliverables in a timely manner after contract award.
• Field Change Orders (FCO)
  • Will obtain information required and assemble any RFQ's required on site.
  • Will create requisitions and obtain quotes for items that need to be furnished by Wood
• Receive and review FCO's from subcontractor
• Will help validate unit rates or T&M rates when used for scope changes or additions.
• Send to Wood CM team for review and validation
• After CM approves, send to client for approval
• Will distribute approved FCO to CM team, client team and subcontractor
• Draft documents pertaining to changes in contract or contract scope, (ie. Field Directives, letters for CM/PM to review and sign, etc..)
• Added scope or scope change
• Deduction of scope
• Breach of contract
• Any matters that need to be addressed in writing per the contract guidelines.
• Weekly construction meeting for each contract.
• Will set up meetings, present meetings in person and/or on Teams, and keep all meeting minutes and records.
• Will manage the weekly report and expedite the required information for the report from CM's, Engineering, Procurement, Project Controls, Safety, Quality and Subcontractors and distribute weekly.
• Administration
• Will be the SME of each contract and will assist CM Team to assure that we operate within the limits of the contract.
• Will be the contact person for all Subcontractor's contract administration need
• Will be the lead person to obtain any contractual documents or information needed from each contractor
• Will be the contact person for all contract queries raised by the Subcontractors or CM Team

QUALIFICATIONS

What makes you remarkable? At Wood, we are committed to equal opportunities and welcome all talented individuals to consider joining our team. So even if you don\'t match every statement below but feel you have some of the experience, knowledge or skills needed for this role, we encourage you to apply. It will take all of us working together to deliver solutions to the world\'s most critical challenges.

• Expected: Bachelor\'s Degree in Business Administration, Construction Management, Supply Chain, Quantity Surveying, or a related discipline, or equivalent relevant industry experience
• Proven experience in site subcontracts administration, contracts management, or commercial administration on industrial or capital projects
• Working knowledge of standard construction contracts, field change order processing, rate validation (unit and T&M), and scope change governance
• Experience coordinating pre-mobilization submittals including safety plans, quality deliverables, and construction execution documentation
• Familiarity with electronic document control systems (e.g., Fusion Live, Aconex, or similar) and procurement/ERP workflows
• Strong organization and communication skills with the ability to facilitate construction meetings, maintain minutes, and interface effectively between subcontractors, construction managers, and clients
• Desirable: Prior experience on-site in process, chemicals, mining, or advanced materials facility projects
• Knowledge of Wood\'s commercial tools and Supply Chain policies and procedures

About Us

Wood is a global leader in consulting, engineering and operations for the energy and materials sectors. With 33,000 people in around 50 countries, Wood supports clients across the full asset lifecycle, delivering safe, predictable outcomes while enabling resilient operations and a lower carbon future. Wood forms the Energy & Materials pillar of Sidara - a global partnership uniting leading multidisciplinary engineering, design, and project management companies. www.woodgroup.com

Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.