A subcontract administrator oversees and manages an organization’s contracts and associated subcontracts, and is classified as a purchasing agent. In small businesses, this could mean all contracts, whereas in larger businesses, it could mean a portfolio of contracts. The primary responsibilities will include an ongoing review of contract progress, as well as contract management on both a financial and technical level. Other responsibilities include contract settlement negotiations with both subcontractors and end customers, as well as the preparation of any orders for changes to initial contracts or amendments. The subcontract administrator aims to maintain quality and increase profitability of such contracts applying a thorough understanding of procurement and legal procedures, policies, and regulations.
Regularly performed duties will center on establishing and implementing contract reviews on a regular basis to gauge contract progress. A subcontract administrator will frequently resolve conflicts, mediate disputes, find solutions to problems, and make decisions about contractual progress (or lack thereof) during this process. The goal of the review is to ensure that subcontractors follow the contract’s original terms and specifications as negotiated with the end-customer. Following the completion of the reviews, the subcontract administrator will prepare written reports that detail the overall progress of contract fulfillment and provide an update to executive management on the reviews and any actions taken.
Aside from the aforementioned responsibilities, the subcontract administrator will also negotiate contract end settlements and associated pricing on all resources and supplies required to complete the contract. He or she will also negotiate the terms of the original contract and establish work policies and procedures. Reviewing, analyzing, and evaluating subcontractor proposals will be a part of this process. He or she will be responsible for the maintenance of both contracts and subcontracts, as well as the production and dissemination of information to ensure that all contract terms and conditions are understood all parties.
To ensure the best possible pricing, contract terms, and service levels, these responsibilities will frequently necessitate analyzing related market data and financial data, as well as scrutinizing other sources of information. Subcontract administrators will also create and maintain databases to keep track of important contract data. Supply pricing, product performance, subcontractor performance, inventories available, and all contract fulfillment expenditures are all examples of data that can be tracked. Because of the high level of responsibility and attention to detail, this job typically requires a bachelor’s degree and several years of related experience, as well as the completion of an apprenticeship before working independently.