Subcontracts Administrator
5 days ago
- 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.
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.
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).
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.
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.
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.
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.
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