Subcontracts Administrator

Job Description

The Subcontract Administrator is responsible for managing the full lifecycle of subcontracts for a major rail infrastructure project with a strong commitment to health and safety. This includes administration, invoice review and close-out of subcontract agreements to ensure they are compliant with project requirements, budgets, and schedules. With a proven track record in managing subcontractor agreements and commercial matters, preferably in a progressive design/build contract model, the ideal candidate will have experience in complex civil or rail construction, strong commercial acumen, and an in-depth understanding of relevant construction laws.

Subcontract Management and Administration:

Coordinate with internal teams (commercial, construction, technical) and subcontractors to ensure compliance with all contractual obligations, including non-commercial requirements such as safety, quality, and as-built documentation.

Draft, issue, and manage all contractual correspondence, including notices, change directives, and change orders.

Lead and administer small to medium value subcontracts, cost-plus subcontracts and service agreements as needed

Review, analyze, and negotiate subcontract terms and conditions to align with the overarching prime contract.

Participate in, prepare for and lead internal stakeholder and client/subcontractor meetings for progress updates and commercial matters

Maintain comprehensive subcontract logs and registers, tracking all changes, extensions of time, and payments.

Ensure compliance with all relevant legal and regulatory requirements, as well as company and joint venture policies and procedures

Financial Oversight:

Assess subcontractor progress claims and invoices for internal approval with subject matter experts or relevant discipline team leads, ensuring accurate and process progress application and invoice in accordance with the joint venture or project policies and processes to ensure timely payments

Assist the project controls team with monthly forecasts and accruals for subcontracted work

Perform cost and price analysis in conjunction with the technical teams to evaluate subcontractor proposals and change orders

Work with Project Controls team manage reconciliations

Risk Management and Dispute Resolution:

Actively work to avoid disputes by maintaining clear communication and proactively managing subcontractor issues

Liaise with construction and technical team to ensure that all subcontractors are on schedule and that any delays are promptly addressed, identifying potential issues early and work collaboratively with the teams to mitigate risk ensuring the projects stays on track and within budget

Mitigate, identify and evaluate potential change orders and claims assisting with the resolution of outstanding commercial issues

Coordinate with subcontracts manager and legal team as needed to address contractual disputes

Support the project closeout process by verifying that all contractual obligations have been fulfilled

Communication and Collaboration:

Maintain excellent relationships with internal stakeholders, subcontractors, and clients

Attend and document subcontractor kick-off and progress meetings

Liaise with multiple cross-functional teams, such as construction, technical, quality, and safety on matters affecting contractual rights and obligations

Provide training and mentorship to increase subcontracts/commercial awareness within the broader project team

Work Conditions:

Fast paced construction environment with multiple active subcontractors

Project-based role with a mix of on-site and office responsibilities

Occasional travel between project sites and offices

Required Skills and Competencies

Bachelor's degree in Civil Engineering, Construction Management, Business Administration, or a related field

Minimum of 3–5 years of experience in subcontract administration, with a background in large-scale civil or rail construction projects preferred

Strong understanding of construction contracts, commercial management, contract law and regulatory requirements specific to construction

Familiarity with contract management software and tools, such as SAP, SEO, Oracle, or similar ERP systems

Demonstrated hands-on experience in subcontract administration on a large, intricate construction project with a proven ability to read and interpret complex contract documents

Strong commercial acumen with experience in cost analysis and financial reporting

High level of accuracy and attention to detail in managing contracts and financial documents

Ability to work collaboratively in a team environment

Strong organizational and time management skills with the ability to manage and prioritize multiple tasks and deadlines

Excellent presentation, oral, and written communication skills

Demonstrated personal commitment to the health and safety framework, policies and management system requirements and expectations

Flexibility to adapt to changing project requirements and environment

Proficiency in managing subcontract agreements, including drafting, negotiation, and administration

Ability to conduct cost and price analysis, manage budgets, and process financial claims

Strong analytical skills with the ability to evaluate solutions and implement effective resolutions

Skilled in negotiating terms and conditions with subcontractors to achieve favorable outcomes

Strong sense of integrity and ethical conduct in all professional activities.

This role offers an annual base salary in the anticipated range of $80,000–$95,000 CAD, with compensation determined based on experience, qualifications, and internal equity.

In addition to base salary, this role includes a total rewards package that supports employee well-being, development, and long-term growth, subject to company policies and applicable provincial employment standards, including:

Paid vacation and sick leave

Group benefits and EFAP from your start date, with premiums paid by ACCIONA

Health Spending Account

Learning, development, and internal career opportunities

RRSP matching

Performance-based discretionary bonus

Share purchase program

ACCIONA has been given the Top Employer 2022, 2023, 2024 & 2025 certification in Canada, as well as the Top Employers North America 2022, 2023, 2024 & 2025 seal, which certifies the company's commitment to excellence in human resources management and those who focus on putting their people first through their exceptional HR policies. As a company that values diversity as a source of talent, we work to foster an inclusive environment that promotes respect, belonging and engagement so that all people can participate on an equal opportunity basis. We invite everyone to apply regardless of origin, circumstances, background or condition.