Subcontracts Assistant

Primoris-Services-Corporatio; Scottsdale (AZ); On-site; USD 36,000 - 41,000; Full time

Benefits offered by this job

Paid Company Holidays

Paid Time Off

Medical, Dental, Vision

FSA/HSA

Short Term Disability

Long Term Disability

401K with matching

Job summary

Primoris Renewable Energy, part of Primoris Services Corporation, is seeking a Subcontract Assistant in Scottsdale, AZ. You will support the Subcontracts team with vendor management, contract file maintenance, and administrative duties.

This role interfaces with project teams, vendors, and accounting to ensure compliant and efficient subcontract processes. The position requires strong organizational skills, attention to detail, and proficiency in Microsoft Office.

Qualifications

• High School Diploma or GED required; associate degree preferred.
• Strong organizational skills with attention to detail; ability to manage multiple priorities.
• Proficient in Microsoft Office; experience with Viewpoint or similar systems is a plus.

Responsibilities

• Provide vendor management support and maintain vendor records.
• Assist with subcontract documentation, intake forms, and tracking logs.
• Coordinate with Accounts Payable to set up vendors and manage COI expiration dates.
• Support lien waiver tracking and documentation management.
• Review RFAs for accuracy and coordinate with project teams on discrepancies.
• Assist invoice processing and resolve routine invoice concerns.
• Manage the shared Subcontracts mailbox and route inquiries.
• Prepare meeting minutes and arrange department meetings.

Skills

Organizational skills

Attention to detail

Communication

Customer service

Teamwork

Initiative

Adaptability

Problem-solving

Education

High School Diploma or GED

Associate degree (Business Administration, Construction Management, Accounting, or related field)

Tools

Microsoft Office Suite

ACC

Viewpoint

Egnyte

pVault

Job description

Job Overview:Subcontract AssistantPosition SummaryThe Subcontract Assistant provides administrative and operational support to the Subcontracts team by coordinating subcontract documentation, vendor management processes, contract file maintenance, and departmental administrative activities. This position serves as a key liaison between project teams, vendors, accounting, and Subcontracts personnel to ensure efficient processing of subcontract-related activities and compliance with company procedures.Essential Duties and ResponsibilitiesVendor Management SupportResearch, identify, and compile potential local vendors and subcontractors in project locations to support project teams, & subcontract efforts.Assist in evaluating prospective vendors by gathering company information, capabilities, qualifications, and compliance documentation for review by the Subcontracts team.Assist with vendor prequalification processes and maintain related records.Verify vendor Non-Disclosure Agreements (NDAs) for completeness and proper execution.Coordinate with Safety and Risk Management to ensure compliance with company policies and procedures.Coordinate vendor setup requests with Accounts Payable and assist with vendor database maintenance.Maintain vendor files and documentation within company systems.Update and maintain vendor insurance information, including Certificate of Insurance (COI) expiration dates.Support lien waiver tracking, collection, and documentation management.Subcontract AdministrationCreate, organize, and maintain subcontract folders and subfolders for all subcontract agreements.Receive and review Requests for Agreement (RFA) for accuracy and completeness.File subcontract documentation within designated systems,Coordinate with project teams to resolve documentation discrepancies and missing information.Assist with updating and maintaining subcontract intake forms and related tracking logs.Interface subcontracts into Viewpoint or other related financial software.Support the administration and maintenance of subcontract records and documentation.Invoice and Financial Support (If Applicable)Assist with researching invoice discrepancies and vendor payment issues.Support invoice processing activities within pVault and related financial systems.Coordinate with project teams, vendors, and accounting personnel to resolve routine invoice concerns.Maintain accurate records and tracking logs for invoice and payment-related documentation.Administrative SupportManage the shared Subcontracts mailbox and direct emails and inquiries to the appropriate personnel.Answer, screen, and route phone calls in accordance with department procedures.Handle routine correspondence and administrative matters while escalating more complex issues as appropriate.Process incoming mail and distribute documentation as needed.Perform data entry and maintain departmental records and databases.Record, prepare, and distribute meeting minutes as requested.Arrange department meetings, and employee team activities.Team SupportProvide administrative support to department staff and other personnel as needed.Support special projects and process improvement initiatives assigned by management.Perform additional duties and responsibilities as assigned.QualificationsEducationHigh School Diploma or GED required.Associate degree in Business Administration, Construction Management, Accounting, or related field preferred.Experience1-3 years of administrative, construction, subcontracting, accounting, or project support experience preferred.Experience working with document management systems, vendor records, or contract administration is preferred.Knowledge, Skills, and AbilitiesStrong organizational skills with exceptional attention to detail.Ability to manage multiple priorities and meet deadlines in a fast-paced environment.Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.Experience with ACC, Viewpoint, Egnyte, pVault, or similar construction management and document control systems preferred.Effective verbal and written communication skills.Ability to maintain confidential and sensitive information.Strong customer service and interpersonal skills.Ability to work independently while supporting a collaborative team environment.Problem-solving skills with the ability to identify and escalate issues appropriately.Working ConditionsPrimarily office-based environment.Frequent use of computers, telephones, and office equipment.Occasional lifting of files and office materials up to 20 pounds.May require occasional overtime to meet departmental deadlines.Key CompetenciesOrganization and Time ManagementAttention to DetailCommunicationCustomer ServiceTeamwork and CollaborationInitiative and AccountabilityAdaptabilityTarget Salary Range $26-30/HRCompany Overview:Primoris Renewable Energy, a business within Primoris Services Corporation’s Energy segment, is a leading power generation engineering, procurement, and construction (EPC) provider specializing in utility and commercial scale solar power, energy storage, solar repower, and operations and maintenance. Standing at the forefront of energy transformation, we are dedicated to doing the right thing for our customers, people, and planet – shaping a more sustainable future for generations to come.Benefits:Paid Company HolidaysPaid Time OffMedical, Dental, Vision, FSA/HSA, Short Term/Long Term Disability401K with matching contribution.EEO StatementWe are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.Agency StatementWe are not accepting resumes from Third Party Recruiting Firms for this position. If you are an Agency or Search firm representative, contact the Primoris Talent Acquisition Manager directly for consideration. Primoris or its subsidiaries will not be responsible for any fees arising from the use of resumes and online response forms through this source. In addition, Primoris or its subsidiaries will not be responsible for any fees on unsolicited resumes that are submitted to any member of the Staffing or Operations team. Primoris has established an approved vendor program for this service and will only consider accepting submissions from those approved firms. For consideration in becoming an approved vendor, contact HR.Equal Opportunity EmployerThis employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.