Subcontracts Specialist in Houston, Texas at Hays Electrical Services

Position SummaryThe Subcontracts Specialist supports the administration and execution of the Company's subcontractor management processes from prequalification and onboarding through subcontract administration, invoicing, compliance, and closeout.
This role serves as a central coordination point between subcontractors and internal stakeholders to ensure required agreements, documentation, invoices, lien waivers, payment requirements, and compliance obligations are complete, accurate, properly documented, and progressed in accordance with contractual requirements and established processes.
The position works closely with Project Operations, Supply Chain, Contracts/Legal, Accounting, Accounts Receivable, and other stakeholders to provide visibility into subcontractor status, proactively identify issues, and drive timely resolution.Subcontractor Setup & Onboarding

• Coordinate subcontractor prequalification and onboarding activities.
• Track completion of required qualification, compliance, insurance, tax, and other documentation.
• Coordinate subcontractor setup within applicable company systems.
• Verify required agreements and documentation are complete prior to subcontractor activation.
• Maintain accurate subcontractor records, contacts, documentation, and status information.
• Monitor expiring or incomplete documentation and proactively coordinate updates.
• Support administration of TradeTapp or other subcontractor qualification systems.

Subcontract Administration

• Support administration of Master Subcontract Agreements, project-specific subcontracts, amendments, change orders, and related documentation.
• Track subcontract execution and required approvals.
• Assist with administration and tracking of contractual requirements, including applicable customer/GC flowdowns.
• Maintain subcontract files and ensure supporting documentation is complete and readily accessible.
• Track key subcontract requirements, milestones, deliverables, and outstanding actions.
• Coordinate documentation and administrative requirements associated with subcontract changes and closeout.
• Escalate contractual discrepancies, exceptions, or commercial issues to the Manager, Subcontractor Management.

Subcontractor Invoice & Payment Readiness

• Receive and review subcontractor invoices/payment applications for completeness and compliance with subcontract requirements.
• Validate invoice amounts against subcontract values, approved changes, schedules, and other supporting documentation.
• Coordinate resolution of invoice discrepancies with subcontractors, Project Operations, Accounting, and other stakeholders.
• Track invoice/payment application status through payment readiness.
• Ensure required approvals and supporting documentation are complete prior to release to Accounting.
• Maintain visibility into outstanding, disputed, rejected, or incomplete subcontractor invoices.

Pay-When-Paid Administration & Tracking

• Maintain visibility into subcontractors subject to pay-when-paid or other contractual payment provisions.
• Coordinate with Accounts Receivable, Project Accounting, and project teams to track corresponding customer funding/status.
• Maintain accurate records connecting subcontractor payment eligibility to applicable customer receipts and contractual requirements.
• Identify and escalate aging or unresolved items that may affect subcontractor payment or project performance.
• Provide clear status reporting to management and applicable project stakeholders.

Lien Waiver Management

• Coordinate collection, review, tracking, and maintenance of required subcontractor lien waivers/releases.
• Ensure appropriate conditional and unconditional waivers are obtained in accordance with established requirements.
• Track outstanding waivers and proactively follow up with subcontractors.
• Coordinate waiver requirements associated with customer/GC funding where applicable.
• Maintain organized and auditable waiver documentation.

Subcontractor Compliance & Performance

• Monitor subcontractor compliance with required contractual and administrative documentation.
• Track insurance, qualification, licensing, safety, and other applicable compliance requirements in coordination with responsible functions.
• Assist with subcontractor performance tracking and scorecards.
• Document recurring performance, responsiveness, compliance, or administrative issues.
• Support subcontractor evaluations and closeout activities.
• Escalate significant subcontractor performance or compliance concerns to management.

Subcontractor Communications & Issue Resolution

• Serve as a day-to-day administrative point of contact for subcontractors regarding documentation, invoice status, waivers, onboarding, and process requirements.
• Respond timely and professionally to subcontractor inquiries.
• Coordinate across internal departments to research and resolve issues.
• Maintain clear documentation of communications, commitments, outstanding actions, and resolutions.
• Escalate commercial, contractual, legal, or significant relationship matters to the Manager.

Reporting & Process Improvement

• Maintain subcontractor trackers, dashboards, logs, and status reports.
• Provide visibility into onboarding status, contract execution, invoice/payment readiness, waivers, compliance, and outstanding actions.
• Identify recurring process gaps, delays, or administrative issues.
• Support development and maintenance of subcontractor management SOPs, workflows, templates, and controls.
• Participate in process improvement and system automation initiatives.
• Support development of standardized subcontractor management practices across projects and business units.

Key Performance Indicators (KPIs)

• Subcontractor onboarding cycle time
• Subcontract execution/documentation completeness
• Invoice/payment application processing cycle time
• Invoice accuracy and exception rate
• Aging of unresolved subcontractor items
• Pay-when-paid tracking accuracy
• Lien waiver completion and timeliness
• Compliance-document completeness
• Subcontractor inquiry response time
• Data/tracker accuracy
• Subcontract closeout completion
• Internal and external service levels

Qualifications & Skills - Required

• 3+ years of experience in subcontract administration, construction administration, procurement, contract administration, project controls, accounts payable, or a related function.
• Working knowledge of construction subcontracting and subcontractor administration.
• Experience reviewing invoices/payment applications and supporting documentation.
• Strong organizational skills and ability to manage a high volume of concurrent activities and deadlines.
• Strong attention to detail and documentation accuracy.
• Ability to research discrepancies and drive issues through resolution.
• Strong written and verbal communication skills.
• Ability to work effectively with subcontractors, project teams, Accounting, Contracts/Legal, and other stakeholders.
• Strong proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Ability to maintain confidential and commercially sensitive information.

Qualifications & Skills - Preferred

• Bachelor's or associate's degree in Supply Chain, Construction Management, Business, Finance, Accounting, or related discipline.
• Experience with an electrical, mechanical, general contractor, EPC, or other project-based construction organization.
• Experience administering subcontracts, change orders, lien waivers, and pay-when-paid requirements.
• Experience with subcontractor prequalification platforms such as TradeTapp.
• Familiarity with construction ERP, contract-management, procurement, and project-management systems.
• Understanding of construction billing, customer funding, subcontractor payment, and project closeout processes.

Key Internal Relationships

• Project Managers & Executives
• Project Accounting
• Accounts Receivable
• Accounting/AP
• Contracts/Legal
• Purchasing
• Strategic Sourcing
• Safety/Risk
• Supply Chain Operations

Key External Relationships

• Subcontractors
• Subcontractor accounting/AR personnel
• Subcontractor project management
• General contractors/customers when required for documentation or payment coordination

Work Environment & Physical RequirementsSedentary: While performing the duties of this job, the employee is regularly required to remain in a stationary position over 75% of the time, constantly operates a computer and other office productivity machinery, frequently communicates with internal and external contacts, and must be able to exchange accurate information. The employee is occasionally required to move about inside the office and handle up to 20 pounds.
Management reserves the right to change this position description at any time according to business needs.