Subcontracts Manager
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Job Description
Remote Subcontracts Manager overseeing Hays Electrical Services’ electrical-construction subcontractor lifecycle. Managing contracts, invoices, funding, compliance, performance, payments, and project closeout.
Responsibilities:
- Manage the subcontractor lifecycle from prequalification and contract execution through project performance, payment, and final closeout
- Partner with Contracts, Legal, Project Operations, Accounting, Accounts Receivable, Accounts Payable, Supply Chain, Safety, Risk Management, Finance, Enterprise Systems, and other stakeholders
- Review prime contract and customer requirements and ensure applicable provisions are flowed down into subcontract agreements
- Maintain visibility into subcontract values, change orders, retainage, payment terms, insurance, performance obligations, and closeout requirements
- Administer pay-when-paid, paid-if-paid where legally approved, retainage, milestone billing, and other conditional payment provisions
- Monitor customer or general-contractor funding status, funded-through dates, payment applications, billing periods, and amounts eligible for payment
- Identify and escalate funding gaps, delayed payments, disputed billings, threatened work stoppages, lien activity, and other payment risks
- Oversee validation and processing of subcontractor invoices, progress billings, and payment applications
- Resolve invoice discrepancies, missing approvals, duplicate billings, incorrect amounts, and system issues
- Monitor invoice aging, payment holds, approval delays, and unresolved exceptions
- Manage lien waivers, payment releases, affidavits, final waivers, consent of surety, warranties, as-built documents, punch-list completion, and other closeout deliverables
- Coordinate subcontractor prequalification and evaluate qualifications, financial capacity, safety performance, insurance, licensing, experience, geographic capability, and past performance
- Monitor subcontractor schedule, quality, safety, manpower, responsiveness, documentation, and contractual compliance
- Establish performance scorecards and corrective-action plans and provide leadership visibility into subcontractor risks
- Reconcile commitments, actual costs, accruals, retainage, approved changes, project funding, and cash receipts
- Maintain subcontractor records and reporting across project, procurement, accounting, contract-management, and document-management systems
- Develop dashboards and reporting for commitments, balances, invoices, funding, retainage, waivers, change orders, aging, prequalification, performance, and closeout
- Establish standardized workflows, approval requirements, documentation standards, internal controls, training, and escalation paths
- Lead or supervise subcontract administration personnel as the function grows
Requirements:
- Minimum of 7 years of progressively responsible experience in subcontract administration, construction accounting, project controls, contracts, commercial management, or subcontractor management
- Strong working knowledge of construction subcontract agreements and subcontractor administration
- Understanding of pay-when-paid and conditional payment provisions, retainage, progress billing, schedule-of-values billing, change orders, and project closeout
- Ability to interpret contract terms and identify subcontract flow-down requirements
- Strong understanding of lien waivers, payment releases, notices, subcontractor prequalification, insurance, licensing, safety, financial, and compliance requirements
- Demonstrated experience administering subcontractor invoices, progress billings, retainage, waivers, change orders, and payment requirements
- Strong financial reconciliation, analytical, problem-solving, organizational, communication, and conflict-resolution skills
- Ability to manage multiple projects, subcontractors, deadlines, and competing priorities while escalating material risks appropriately
- Proficiency with Microsoft Excel and project-based ERP, accounting, procurement, or contract-management systems
- Preferred: Bachelor’s degree in Construction Management, Business Administration, Accounting, Finance, Supply Chain Management, Contract Management, or related field
- Preferred: 3+ years of leadership or supervisory experience
- Preferred: Experience within electrical construction, specialty contracting, commercial construction, industrial construction, EPC, or a related project-based environment
- Preferred: Experience working across Project Operations, Contracts, Accounting, Accounts Receivable, and Accounts Payable functions
- Preferred: Experience with Vista by Viewpoint, Kojo, TradeTapp, Cobblestone, or similar platforms
- Must be able to remain stationary over 75% of the time, constantly operate a computer and office productivity machinery, frequently communicate with internal and external contacts, exchange accurate information, occasionally move about inside the office, and handle up to 20 pounds
Benefits:
- Remote work arrangement
- Sedentary office-based work environment
- Opportunity to lead or supervise subcontract administration personnel as the function grows
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