Subcontracts Specialist

Company Overview :

People power our future. That is why advancing a dynamic, inclusive environment, where everyone grows and thrives is critically important to us.

Our ingenuity fuels daily life. Together, we’ve forged some of the most trusted partnerships across the energy value chain to make what was once just an idea a reality: laying subsea infrastructure thousands of feet below sea level, installing offshore platforms hundreds of miles from shore, and using our expertise to design and build offshore wind infrastructure.

For more than 100 years, we’ve been making the impossible possible. Today, we’re driving the energy transition with more than 30,000 of the brightest minds across 54 countries.

Here, what you do matters.

Job Overview:

The Subcontracts Specialist applies their conceptual knowledge of subcontracts and with a moderate level of guidance and direction from colleagues and leadership, is responsible for solving a range of straightforward subcontracts problems. They will be responsible for analyzing possible solutions using standard procedures, as well as building knowledge of the company, processes, and customers. The Subcontracts Specialist understands key business drivers and applies this knowledge to solve problems in straightforward situations through analysis of possible solutions using technical experience, judgment, and precedents.

Key Tasks and Responsibilities:
• Assist the Subcontracts Manager (SCM) with the administration of various subcontracts in support of assigned projects
• Follow global procedures outlined in the management system
• Responsible on the Pre-award process :
• Understand and comply with the overall sourcing strategy
• Create & conduct RFP (Request for Proposal) /ITB’s (Invitation to Bid) including vendor pre-qualifications in Supplier Management Application (Oracle) and drafting Subcontract documents
• Manage tender correspondence, negotiate terms & conditions, shortlist, bid tabulations, and draft recommendations for award
• Responsible for all pre-award activities through the Subcontract Award
• Responsible for the performance and direction of subcontracts input into bid proposal activities including compilation of subcontractor bidding documents, evaluations, and other related information
• Support the prequalification of subcontractors through collaboration with the supplier registration team; expedite subcontractor to obtain needed documentation as required
• Assist project management in developing and finalizing bidders lists for each type of work to be subcontracted
• Consult with project management and relevant departments on scopes of work and other requirements pertinent to a specific subcontract
• Receive and check requisitions for use in subcontract solicitations
• Prepare and issue formal requests for quotations
• Resolve any discrepancies or deficiencies within the requisition or technical documents
• Obtain clarifications, missing documents, or information
• Finalize the bidders list and obtain approvals
• Facilitate responses to bidder queries regarding the request for quotation
• Facilitate bid clarification meetings, pre-award, and award meetings as required
• Ensure proper meeting minutes are recorded and distributed in a timely fashion
• Prepare subcontract agreements, and reports, well versed in MS Office applications
• Ensure that contractual obligations are met by the subcontractor
• Responsible on the Post-award process :
• Responsible for the performance and direction of all post award subcontracts commercial and administrative work within the project
• Process changes with the subcontractor as directed by the Subcontract Manager or other lead
• Develop and update cost subcontract forecasts for input to Project Controls Manager
• Provide input to project weekly/monthly report
• Support the resolution of subcontract related issues
• Support the Subcontract back charge, Subcontractor Performance review and close out process
• May act as an understudy to more senior resources who work with subcontract systems
• Escalate issues to subcontract leadership in a timely manner
• Log/file correspondence and other documents between subcontractor and subcontract team into the Electronic Document Management System.

Essential Qualifications and Education:
• Bachelor’s Degree (or equivalent) in Engineering, Supply Chain Management (or a relevant discipline)
• 4-8 years of relevant experience
• Effective communication and presentations skills
• Effective problem solver
• Good decision-maker
• Effective negotiator

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