Subcontracts Administrator

Roles and responsibilities

• Perform a comprehensive range of procurement and administration activities for various service types.
• Conduct supplier registration, qualification, and performance evaluations to ensure compliance with standards.
• Issue requests for proposals, evaluate submissions, and negotiate favorable terms with suppliers for the procurement of services and if required goods/supplies.
• Maintain subcontract files and ensure procurement execution aligns with company policies and business strategies.
• Track completion status and resolve any defects or service delivery issues with subcontractors.
• Prioritize and execute tasks to ensure timely processing of purchase orders, subcontracts, consulting agreements, and master service agreements.
• Collaborate with cross-functional teams, including buyers, warehouse, logistics, and quality assurance, to fulfill client orders accurately and on time.
• Solve complex problems using industry best practices and develop processes for continuous improvement.
• Provide guidance and training to junior team members as needed.
• Ensure all tasks meet or exceed established KPIs and perform additional duties as assigned.
  

Basic Qualifications

• Bachelor’s degree from an accredited university or equivalent work experience in lieu of a degree.
• Minimum of 5 years of experience in procurement and subcontract execution.
• Proficiency in written and spoken English, with knowledge of additional languages being a plus.
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Word).
  

Preferred Qualifications

• Experience in sourcing, negotiation, and procurement of various types of services, including services related to medical and pharmaceutical equipment and consumables.
• Experience with executing and managing warehouse, logistics, and freight forwarding subcontracts.
• Demonstrated success in developing and fostering relationships with suppliers.
• Previous experience with IPMS (Integrated Project Management System) and Deltek/Costpoint is desirable.

Desired candidate profile

1. Subcontract Drafting and Negotiation:

   • Drafting, reviewing, and negotiating subcontracts to ensure they meet the organization's requirements.
   • Working with legal and procurement teams to establish clear terms and conditions.
   • Ensuring subcontract terms align with master contracts or agreements and addressing any discrepancies.

2. Contract Management and Compliance:

   • Managing the entire lifecycle of subcontracts, including initiation, execution, amendments, renewals, and closeout.
   • Ensuring that subcontractors meet their contractual obligations, including quality standards, timelines, and performance criteria.
   • Conducting regular reviews to ensure compliance with the terms of the subcontract and all relevant regulations (e.g., government contracts, safety standards, or industry-specific regulations).

3. Risk Management and Mitigation:

   • Identifying and managing risks related to subcontracting, such as performance issues, delays, or financial instability of subcontractors.
   • Developing strategies to mitigate risks and protect the organization’s interests.
   • Managing change orders and ensuring that any variations in scope or contract terms are documented and addressed promptly.

4. Procurement and Vendor Management:

   • Collaborating with procurement teams to select subcontractors and negotiate terms.
   • Evaluating subcontractor proposals, ensuring they meet cost, quality, and timeline requirements.
   • Maintaining relationships with subcontractors to ensure a smooth and effective working relationship throughout the project lifecycle.

5. Cost Control and Budget Management:

   • Ensuring that subcontractors deliver on time and within budget.
   • Managing subcontract costs and monitoring expenses to ensure compliance with budget constraints.
   • Reviewing invoices and ensuring accurate payments to subcontractors based on contractual terms and conditions.

6. Subcontractor Performance Monitoring:

   • Monitoring subcontractor performance, including quality, delivery schedules, and safety compliance.
   • Conducting performance assessments and documenting any deviations from agreed-upon terms.
   • Resolving any performance issues and escalating problems when necessary to ensure project success.