Subcontractor Administrator

Job Summary

The Subcontractor Administrator is responsible for managing all aspects of subcontractor onboarding, compliance, and contract administration. This role ensures that subcontractors meet all contractual, legal, and company requirements while supporting smooth communication between project managers, vendors, and subcontractors.

Key Responsibilities

Onboarding & Compliance

Collect, review, and maintain subcontractor documentation (contracts, licenses, insurance, tax forms, safety certifications).

Verify subcontractor compliance with company policies, labor laws, and safety regulations.

Maintain accurate subcontractor files within HRIS, payroll, or project management systems.

Contract Administration

Draft, review, and process subcontractor agreements.

Monitor contract terms, including schedules, payment terms, and deliverables.

Track renewals, expirations, and ensure proper execution of agreements.

Communication & Coordination

Serve as the primary point of contact for subcontractors regarding administrative matters.

Coordinate with project managers to provide subcontractors with schedules, updates, and compliance requirements.

Address inquiries and resolve issues related to contracts or administrative processes.

Tracking & Reporting

Maintain subcontractor activity logs and compliance checklists.

Process and track subcontractor invoices, payments, and work hours.

Provide performance reports and compliance updates to leadership.

Risk & Safety Management

Ensure subcontractors meet safety requirements and carry appropriate liability insurance.

Support audits and risk assessments related to subcontractor performance and compliance.

Qualifications

Previous experience in contract administration, HR, staffing, construction / project administration, or related field.

Strong knowledge of subcontractor compliance, insurance requirements, and labor laws.

Excellent organizational, communication, and record-keeping skills.

Proficiency in Microsoft Office Suite and experience with HRIS, payroll, or project management software.

Ability to manage multiple priorities in a fast-paced environment.