Subcontracts Administrator

Stantec; Oregon; Hybrid; USD 80,000 - 110,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) plan

Ten paid holidays

Vacation and sick leave

Job summary

Stantec, a global design and engineering firm, is seeking a Subcontract Administrator for its US Federal Contracts Team. You will ensure compliance with FAR/DFAR, manage supplier relationships, and support procurement activities across the subcontract lifecycle.

The role requires strong negotiation, analytical, and MS Office skills, with 4+ years of federal subcontract experience. Collaboration with project teams and legal support is essential.

Qualifications

• Bachelor’s degree preferred; relevant work experience considered.
• 4+ years of subcontract administration experience on US Federal contracts.
• Contract Manager Certification preferred (CPCM, CFCM or CCCM).
• Proficient with Microsoft Office and contract documentation.

Responsibilities

• Procure services, equipment, and supplies.
• Prepare solicitations for bid and proposals from sources.
• Flow down prime contract clauses to subcontractors.
• Perform price analyses for fair and reasonable pricing.
• Award subcontracts and task orders; prepare award summaries.
• Manage subcontract lifecycle: changes, modifications, and closeout.
• Maintain procurement files and vendor/tracking databases.
• Coordinate with project management and legal support.

Skills

Negotiation

Communication

Interpersonal skills

FAR knowledge

DFAR knowledge

MS Office

Education

Bachelor’s degree in business/finance or related field

Contract Manager Certification (CPCM/CFCM/CCCM) preferred

Job description

Your Opportunity

We are growing and actively seeking a Subcontract Administrator to support our US Federal program. Stantec’s US Federal Contracts Team (FCT) is responsible for ensuring compliance with the Federal Acquisition Regulation (FAR) and supporting various Federal auditing and reporting requirements. As a member of the FCT, you’ll work within our Federal subcontract team ensuring all procurement activities and operations are performed in accordance with company policy, while maintaining adherence to procedural and regulatory compliance.

Your Key Responsibilities

• Procurement of services, equipment, and supplies.
• Prepare solicitations for bid and proposals from existing or new sources.
• Evaluate terms and conditions to ensure prime contract clauses and provisions are appropriately flowed down to subcontractors.
• Perform price analyses to determine if the selected vendor is offering a fair and reasonable price.
• Award purchase orders, subcontracts, subconsultant agreements and task order subcontracts.
• Prepare contract award summaries.
• Perform sole source justification when applicable.
• Manage the entire lifecycle of the subcontract, including change orders, modifications, insurance and closeout.
• Update Federal Subcontract Awards tracking spreadsheet and various database systems with detailed agreement information.
• Maintain reliable and competitive vendor resource lists, including small business and CMMC status.
• Interact with project management and vendor personnel; respond to a variety of inquiries and provide innovative solutions.
• Interpret and negotiate, with supervisor and Stantec Legal support, subcontractor/subconsultant exceptions to agreement terms and conditions.
• Analyze contractual language ensuring proper solicitation and subcontract language is used.
• Provide guidance to internal teams on subcontract issues, including providing Federal subcontracting requirements, identifying subcontract administrative problems, and developing corrective action plans and solutions.
• Ensure that purchasing activities are carried out in accordance with company procurement policies and objectives.
• Maintain a complete procurement file of all pertinent correspondence, documents, and data for each assigned award to satisfy company procurement policies and audits.
• Maintain and optimize effective relations with subconsultants, project management and other staff.
• Participate in Federal Contract Team activities on an assignment basis, as needed, such as procurement training provided to office and field staff.
• Perform various other duties as assigned, such as small business plans and Government property inquiries.

Qualifications

Your Capabilities and Credentials

• Strong negotiation, communication, and interpersonal skills, as well as knowledge of regulatory guidelines including the provisions of the Federal Acquisition Regulation and Defense Federal Acquisition Regulation.
• Basic knowledge of the format and requirements for different contract types (fixed price, fixed unit price, time & material, labor hour).
• Proficient computer skills in the Microsoft Office.
• Education and ExperienceBachelor’s degree in business, finance or related field is preferred; however relevant work experience will be considered.
• 4+ years of related experience in subcontract administration for multidisciplinary US Federal agency contracts.
• Preferred candidate will possess or be in process of obtaining Contract Manager Certification (such as CPCM, CFCM, or CCCM).
• Typical office environment working with computers and remaining sedentary for long periods of time.

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.

At Stantec, we have some of the world’s leading professionals passionate about enabling our business to be its best. Our business teams include finance, procurement, human resources, information technology, marketing, corporate development, HSSE, real estate, legal, and practice services. We bring diverse backgrounds, skills, and expertise and create a caring culture where everyone can thrive. Through teamwork and collaboration, we’re building a stronger, more resilient Stantec every day.

Pay Transparency

In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part-time roles will be pro-rated based on the agreed number of working hours per week.

Benefits Summary

• Regular full-time and part-time employees (working at least 20 hours per week) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage and paid family leave.
• Regular full-time and part-time employees will receive ten paid holidays in each calendar year.
• In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).
• Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.
• The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.