Key Responsibilities
Subcontract Management
- Manage the subcontract process for all major projects in the Southeast Region, from initial agreement through execution and closeout.
- Draft and issue subcontract agreements and non‑disclosure agreements using approved company templates and established legal standards.
- Collect, review, and file required subcontractor documentation, including W‑9s, certificates of insurance (COI), licenses, and required certifications.
- Provide subcontractors with all required contract documentation, including redacted prime contracts and applicable contract exhibits.
- Integrate scope of work documentation provided by Project Managers and review for contractual consistency, clarity, and compliance with company standards.
- Manage subcontract negotiations in coordination with Legal and in accordance with the established subcontract negotiation process.
- Prepare and issue subcontract change orders as appropriate, ensuring proper documentation and alignment with approved scope changes.
- Send finalized subcontracts and change orders for signature to the appropriate parties, following the correct signing order and authorization requirements.
- Log, file, and maintain fully executed subcontracts and change orders in designated locations.
- Support resolution of subcontract and contract‑related issues during project execution in coordination with Project Managers and Legal.
Subcontractor Compliance & Onboarding Support
- Verify that subcontractors complete required onboarding and compliance steps, such as safety training, system enrollment (e.g., CIPS), and other mandatory program requirements prior to mobilization.
- Track completion status and maintain documentation to support audit and compliance needs.
Compliance, Standards & Governance
- Track compliance for the entire group to ensure adherence to approved subcontracting processes, standards, and requirements.
- Establish and enforce program‑level guardrails, checkpoints, and documentation requirements for subcontract management.
- Maintain program‑level visibility into subcontract status, risks, and compliance.
- Identify gaps or inconsistencies in how procurement and subcontracting processes are applied and drive corrective actions.
- Partner with Legal to ensure contractual compliance and consistent application of subcontract standards.
Program Level Cost & Financial Support
- Support onsite project teams by helping ensure cost tracking and financial reporting align with program standards
- Assist with validation and consolidation of project cost information for program‑level reporting
- Support monthly billing, accruals, projections, and forecast rollups across multiple projects
- Help identify high‑level cost trends, variances, or inconsistencies and elevate items for review
- Serve as a coordination point between project teams and accounting for control related matters
Change Management & Controls Alignment
- Support consistent change management tracking across multiple project teams
- Assist with validation and organization of change‑related documentation and status reporting
- Help ensure change impacts to cost and schedule are reflected consistently at the program level
- Coordinate with project teams to maintain current, aligned change information
Reporting, Performance & Earned Value Support
- Support validation of labor, productivity, and performance data used in program‑level reporting
- Assist with preparation and review of planned vs. actual performance summaries for leadership
- Participating in productivity and controls review meetings to support data accuracy and alignment
- Perform high‑level QA/QC reviews prior to submission of executive‑level reports
Tools, Standards & Process Support
- Support development, maintenance, and adoption of standardized project controls tools and templates
- Assist with documenting and reinforcing program‑level controls processes and best practices
- Help identify gaps or inconsistencies in how project teams apply controls processes
- Support continuous improvement initiatives focused on data quality, consistency, and usability
Coordination & Communication
- Serve as a support resource for onsite project teams related to controls processes and reporting
- Assist with preparation of program‑level controls meetings, materials, and follow‑ups
- Maintain organized program‑level controls documentation and records
- Coordinate Project Management, Accounting, Scheduling, and Program Leadership to support alignment
