Subcontracts Administrator

Remarkable people, trusted by clients to design and advance the world.
Wood is recruiting for a Site Subcontracts Administrator to join its Projects business focusing on Process & Chemicals (PC). This opportunity is Onsite in Sartell, Minnesota.
#LI-Onsite

The Role

Wood is seeking an experienced Site Subcontracts Administrator to support our client, Niron Magnetics, on-site in Sartell, Minnesota. In this role, you will be responsible for the comprehensive contract administration and lifecycle management of on-site subcontractors. Serving as the contractual subject matter expert (SME), you will manage subcontractor onboarding and pre-mobilization requirements, oversee document control setup and IFC distributions via Fusion Live, evaluate and process Field Change Orders (FCOs), draft contractual correspondence, and facilitate weekly progress meetings and reporting across project stakeholders.

Our Clients and Projects

Designing the future. Transforming the world.

Wood's Process & Chemicals business is a leading player in key market sectors including traditional refining, petrochemicals, specialty chemicals, advanced materials, hydrogen production, and CCUS. We offer a comprehensive range of engineering and project management services and are market-leading integrators of refinery and petrochemicals facilities, driving innovation in sustainable fuels and advanced materials for the energy transition.

What we can offer

• Meaningful and interesting projects delivered to leaders of industry across the process, chemicals, and advanced materials sectors
• Commitment to Diversity and Inclusion across our business with employee networks committed to giving all employees a voice
• Competitive salary with regular salary reviews to ensure we are rewarding at the right level in line with the market.
• Flexible benefits package that can be adapted to suit your lifestyle
• Commitment to continued professional development through development plans tailored to individual needs and interests
• Global connections with leading industry experts around the world who are shaping the standards of our profession

Manages the onboarding of new subcontractors.

• Coordinates Pre-Mobilization Requirements. SCA will collect deliverables from Subcontractor and send to responsible team members for review. They will set due dates and follow up with reviewers to assure documents are being reviewed in a timely manner. They will manage the premobilization checklist with help from CM, HSSE&S and Quality Manager.

0 Construction Execution Plan

• o Safety deliverables
• o Quality deliverables
• o Project Controls deliverables

• Fusion Live

• o Notifies Doc Control that new contractor needs to be set up.
• o Assists contractor with any training that maybe required for Fusion Live
• o Assures that contractor receives all IFC deliverables in a timely manner after contract award.

• Field Change Orders (FCO)

• o Will obtain information required and assemble any RFQ’s required on site.
• o Will create requisitions and obtain quotes for items that need to be furnished by Wood
• o Receive and review FCO’s from subcontractor
• o Will help validate unit rates or T&M rates when used for scope changes or additions.
• o Send to Wood CM team for review and validation
• o After CM approves, send to client for approval
• o Will distribute approved FCO to CM team, client team and subcontractor

• Draft documents pertaining to changes in contract or contract scope, (ie. Field Directives, letters for CM/PM to review and sign, etc..)

• o Added scope or scope change
• o Deduction of scope
• o Breach of contract
• o Any matters that need to be addressed in writing per the contract guidelines.

• Weekly construction meeting for each contract.

o Will set up meetings, present meetings in person and/or on Teams, and keep all meeting minutes and records.

o Will manage the weekly report and expedite the required information for the report from CM’s, Engineering, Procurement, Project Controls, Safety, Quality and Subcontractors and distribute weekly.

• Administration

o Will be the SME of each contract and will assist CM Team to assure that we operate within the limits of the contract.

o Will be the contact person for all Subcontractor’s contract administration needs

o Will be the lead person to obtain any contractual documents or information needed from each contractor

o Will be the contact person for all contract queries raised by the Subcontractors or CM Team

What makes you remarkable?

At Wood, we are committed to equal opportunities and welcome all talented individuals to consider joining our team. So even if you don't match every statement below but feel you have some of the experience, knowledge or skills needed for this role, we encourage you to apply. It will take all of us working together to deliver solutions to the world's most critical challenges.

Expected

• Bachelor’s Degree in Business Administration, Construction Management, Supply Chain, Quantity Surveying, or a related discipline, or equivalent relevant industry experience
• Proven experience in site subcontracts administration, contracts management, or commercial administration on industrial or capital projects
• Working knowledge of standard construction contracts, field change order processing, rate validation (unit and T&M), and scope change governance
• Experience coordinating pre-mobilization submittals including safety plans, quality deliverables, and construction execution documentation
• Familiarity with electronic document control systems (e.g., Fusion Live, Aconex, or similar) and procurement/ERP workflows
• Strong organization and communication skills with the ability to facilitate construction meetings, maintain minutes, and interface effectively between subcontractors, construction managers, and clients

Desirable

• Prior experience on-site in process, chemicals, mining, or advanced materials facility projects
• Knowledge of Wood’s commercial tools and Supply Chain policies and procedures