Subcontracts Administrator

• 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

• 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.