Subcontractor Administrator

Job description

Subcontractor Administrator We are currently seeking a Subcontractor Administrator to join our Industrial East Division at our Mississauga office. This is a full-time position supporting project teams through effective Subcontract administration and compliance management. As a member of our team, the Subcontractor Administrator will work closely with Vendors (Subcontractors), Project Management, and administrative groups to ensure Subcontractors comply with contractual obligations, safety standards, and legal requirements. This role plays a key part in mitigating Contractor risk and ensuring Subcontractor invoices are processed in a timely manner. This role provides a potential progression into a Buyer position, with increasing involvement in procurement processes, vendor management, and sourcing activities. This role will be based out of Mississauga, ON. What You Will Be Working On Establish and maintain comprehensive project contact lists for all Subcontractors. Preparation of prime contracts, subcontracts, and submittals. Coordinate project start up documentation. Communicate effectively with Owners, Owner’s representatives, and Subcontractors. Obtain and maintain the most current WSIB documentation, if required. Request, update, and follow up on all necessary documentation for compliance, such as signed agreements. Send fully executed agreements to Subcontractor requesting documentation as per compliance requirements such as: Form 1000, Safety Mitigation Form, COI request, WSIB, Bond Waivers, SDI enrollment, Performance & Labour Bonds. Forward contract agreements to the Subcontractor for final signature. Share signed contract agreements with PM & VP for final signature. Upload executed documents and ensure records are up-to-date. Support timely processing and tracking of Subcontractor invoices Periodically source standard construction material or services by reviewing incoming purchase requisitions, identifying potential Vendors, preparing and issuing RFQs, evaluating quotations, negotiating when necessary, documenting Vendor selection, and issuing purchase orders. Provide other administrative office support as required. What We Are Looking For A Supply Chain or business-related diploma or degree, or a professional designation is considered an asset Strong understanding of procurement processes and the ability to communicate effectively with Vendors. Ability to manage multiple priorities simultaneously and meet the time demands of unpredictable activities, capable of handling pressure and challenges. Ability to work within tight deadlines and prioritization of work to achieve them. Excellent attention to detail and organizational skills. Highly developed interpersonal and communication skills. Demonstrates a sense of urgency and strong commitment to achieving goals; ability to work in a challenging, fast paced environment. Strong Excel skills. Able to work well with others in a team environment and contribute to the administrative team in an efficient, effective, and positive manner. Eligible for security clearance. For Those Who Seek to Redefine The greatest achievements in history are borne from the greatness within people – where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do at Bird. As a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy. Beyond Bird, this impact is felt in the fundamental aspects of our everyday lives. From the critical infrastructure we depend on, to the energy and resources that keep us moving - we are powering our communities and shaping Canada’s skylines coast-to-coast-to-coast. Entrenched in the foundation of a culture built more than a century ago is an enduring quest to reimagine what is possible. Our impact is greater than ever, and we are looking for those who seek to redefine their story. What We Believe In We Put Safety First A healthy and safe work environment is non-negotiable. We build a culture of operational and psychological safety through engagement, learning and leadership. We Lead With Honesty We speak and act with integrity, clarity and care so people can trust our word and our work. Being honest means we can deliver the best outcomes and consistent results. We Are Stronger Together Success is a team effort. Our inclusive workplace enables our combined expertise, humility and creativity to unlock our greater potential. We Are Driven To Do Great Work We built our name on quality. We have a passion for excellence in our work and relationships that honours our businesses and our industry. We Create Opportunity Rooted in a solid foundation, we adapt and grow to face the future. We are committed to elevating each other to chart the best path forward in an evolving world. At Bird, we value Diversity, Equity, and Inclusion (DE&I) and believe it is essential to our success. We will continue to listen, learn, and take action in our commitment to building progress in our organization, and the industry as a whole. Cultivating an environment where all employees feel included, seen, and have a sense of belonging is core to Bird’s culture. We commit to proactively employing a workforce that reflects the communities in which we work, fostering an environment of continuous learning, and never compromising on our values.