Role is hybrid and based in the NC market
Job Description:
As a Subcontracts Administrator supporting the client Grid Integration business, you will manage the sourcing and commercial activities for subcontracted services tied to substations. Operating as an individual contributor within a highly collaborative, matrixed environment, you will qualify contractors, develop and execute sourcing strategies, negotiate agreements with Subcontractors, and ensure strong performance throughout bids, quotations, and project execution.
You will lead subcontracting activities from strategy through close-out, spanning both pre award (tendering/bid phase) and post award (project execution) responsibilities. This role involves close partnership with Supply Chain Management, Engineering, Tender/Sales, Construction, and Project Management teams.
How You’ll Make an Impact
Subcontracting Leadership & Strategy
Partner with Supply Chain Management to identify, develop, and maintain effective Subcontractor relationships aligned with safety, cost, schedule, quality, and performance objectives.
Support competitive sourcing, negotiations, subcontract reviews, and execution planning.
Own subcontracting strategy, standards, governance, and functional leadership for all subcontracting activities.
Collaborate with Supply Chain leadership on functional consistency, talent development, and continuous improvement.
Full Subcontract Lifecycle Management
Pre Award (Bid Phase)
Lead pre qualification of bidders.
Issue Requests for Proposals (RFPs) to qualified Subcontractors.
Support development of bid packages.
Conduct commercial negotiations.
Prepare bid evaluation summaries.
Integrate subcontracting strategies into project execution plans.
Post Award (Execution Phase)
Ensure subcontract documentation is accurate, complete, and compliant with prime contract requirements—including flow downs and disciplined execution.
Coordinate with internal stakeholders to align subcontracted work with client requirements, schedules, and performance expectations.
Participate in kickoff meetings, status updates, and cross functional reviews.
Lead Subcontractor issue resolution, dispute management, problem solving, and proactive risk mitigation.
Communicate potential cost, schedule, and performance risks with transparency.
Evaluate Subcontractor performance risks and develop mitigation strategies.
Drive a process disciplined, metrics focused, results oriented culture.
Capture lessons learned and drive continuous improvement.
Support internal and external audits related to subcontract administration and compliance.
Your Background
3-5+ years of subcontract or project management experience.
Strong analytical skills with the ability to interpret data, identify trends, assess risks, and implement practical solutions in complex project settings.
Demonstrated ability to lead and influence cross functional teams and Subcontractors in a matrixed organization.
Proven capability to manage competing priorities and make timely decisions within delegated authority.
Strong communication, negotiation, and interpersonal skills.
Candidate must have Procurement/Subcontract Administration experience (Not Material or Buyer experience). Also, some Project Management Experience.
Additional Information:
2. Business Need & Role Context
This is a new position created due to a significant increase in workload and project backlog.
The additional resource is required to help the Subcontracts team remain ahead of execution demand and support growing project volumes.
The role is intended as a junior-level, developmental opportunity, with the potential to convert to full-time employment with the client at the end of the contract term, contingent on performance and business needs.
3. Role Overview & Scope of Responsibilities
The Subcontracts Administrator will support the full subcontract lifecycle under the guidance of the Subcontracts team.
Key responsibilities and exposure will include:
Supporting subcontractor pre-qualification
Assisting with requests for proposals (RFPs) and bid processes
Participating in bid clarification activities
Learning how to develop bid packages
Supporting commercial negotiations
Preparing evaluation summaries
Assisting with subcontract strategy integration into project execution plans
Supporting post-award subcontract administration, including contract execution and field coordination
4. Ideal Candidate Profile
Must: -2 years of experience in subcontracts, contract management, sourcing, or project management
Candidates with more than 2–3 years of experience (including 3–5+ years) will still be considered
Industry background is not restricted; power, utilities, or construction exposure is a plus but not required
Military experience a plus
Knowledge & Competencies:
General understanding of the project lifecycle, especially what it takes to execute construction-related projects (e.g., civil works, buildings, electrical scopes)
Understanding that projects involve structured processes such as awarding, contracting, and execution
Strong analytical skills, including:
o Interpreting data
o Identifying trends
o Assessing risk
o Implementing practical solutions
Ability to manage competing priorities
Comfortable making decisions with limited oversight, while knowing when to seek guidance
Strong communication, negotiation, and interpersonal skills
Behavioral Traits:
High level of self-initiative
Willingness to “step in,” learn, and take ownership rather than wait for instruction
Ability to handle demanding workloads
Interest in learning the industry and growing within the client
Seeking someone who thrives in a fast-paced environment and is eager to take on new challenges
5. Education Requirements
A Bachelor’s degree is a MUST, particularly due to the potential conversion to a full-time role
Degree does not need to be in a specific discipline or field
6. Tools & Systems
Experience with SAP is not required; all proprietary systems will be taught
Candidates should have basic working knowledge of:
o Microsoft Excel
o Microsoft Word
o Outlook
o Microsoft Teams
No prior experience with ERP or accounting systems is mandatory
Notes:
Work Location & Schedule
Role is hybrid and based in the NC market
Expectation:
o 2 days per week onsite at the office
o There may be occasional variation depending on business needs
Candidate must be local enough to reliably report onsite when required
Remote work equipment will be provided as needed
No travel to project sites is required, even though project
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status