SUBCONTRACT SUPERVISOR

JOB SUMMARY:

The Subcontract Supervisor is responsible for managing the pre-award subcontracting process to ensure timely, accurate, and competitive subcontractor input for bid packages within the Estimating Department. This role plays a vital part in supporting the Estimating Department by coordinating subcontractor quote requests, tracking responses, and validating capabilities, pricing, and timelines. The Subcontract Supervisor ensures subcontractor quotes align with project scope, schedule, and budget expectations, while also maintaining a database of qualified vendors and building strong subcontractor relationships.

In addition to supporting the estimating process, this role works closely with Project Management and Production teams to monitor subcontractor performance, assist in resolving compliance issues, and review post-award modifications. The ideal candidate is organized, detail-oriented, and skilled at managing multiple priorities in a fast-paced, deadline-driven environment.

PRIMARY RESPONSIBITIES:

• Create and maintain tracking matrix to monitor subcontractor quote timelines and ensure timely submittal of estimates efforts in support of the Estimating Department.
• Solicit subcontract quotes and request for quotes.
• Ensure subcontract requests include an accurate Period of Performance (POP) as provided by estimating manager, to inform accurate subcontractor pricing.
• Identify and track subcontractor certifications, qualifications, capabilities, and performance metrics.
• Monitor subcontractor capacity and identify any limitations that may impact on the estimating package and project timelines.
• Participate in subcontract solicitation efforts in support of the Estimating Department, ensuring pricing is competitive and aligned with scope and schedule.
• Work with estimator to consult with project and production management to validate subcontracting decisions within the quotes submitted.
• Review subcontractor estimates for accuracy and identify exceptions. Communicate exceptions to the Estimating Manager and Lead Estimator to ensure an accurate/complete bid package.
• Build and maintain professional relationships with subcontractors; conduct site visits to understand operational capabilities and organizational structure.
• Collaborate with the Estimating Manager and Estimators to vet and approve new subcontractors.

SECONDARY RESPONSIBILITIES:

• Support Project Management in tracking subcontractor performance and addressing deficiencies.
• Coordinate subcontractor progress evaluations.
• Assist in negotiating subcontract modifications and agreements in coordination with Estimating Manager and Lead Estimator
• Review subcontract modifications and proposals for completeness, accuracy, and compliance.
• Notify Project Management and senior leadership of subcontractor non-compliance or risks that may negatively impact project execution or company interests.
• Perform other duties as assigned.

QUALIFICATIONS:

1. Knowledge of Microsoft Office applications and working experience with pivot tables and macros in spreadsheets.
2. Knowledge of the FAR, DFAR and related federal and state legislation and regulations.
3. Excellent oral and written communications. Technical writing skills preferred to support proposals and procurement file documentation.
4. Ability to establish and foster effective working relationships with subcontractor base.
5. Ability to multi-task and work independently, as well as manage across functional teams on subcontract related issues.
6. Ability to work in a fast-paced environment and with varying personalities across all functions.
7. Strong negotiation skills.
8. Effective leadership and interpersonal skills.
9. Experience in or understanding of new business captures and proposals.
10. Experience with scope management and cost estimating, including estimate to complete/estimate at completion (ETC/EAC).

EXPERIENCE/EDUCATION:

1. Bachelor's degree in an associated discipline. College degree may be substituted by 4 years of equivalent experience in Project, Subcontract and/or Contracts Management.
2. Three (3) years of experience in contract management, subcontract management and/or project/program management and administration experience.
3. Experience in new business capture, including proposals.

Physical Requirements:

1. Ability to lift 20 pounds regularly and up to 50 pounds occasionally.
2. Ability to sit and/or stand for extended periods of time.
3. Ability to go aboard US Navy and Military Sealift Command ships.

This is NOT a physically demanding position and may accommodate most physical disabilities. There may be occasional lifting of office materials or files weighing not more than 20 pounds. Physical dexterity may be required when operating calculators, copiers, computers and/or other typical office equipment. This position may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries from using computers daily and may have to sit for extended periods while reviewing detailed data.

Environmental Conditions:

This position works primarily in an office environment but also aboard ships. Aboard the ships, there may be exposure to hostile environments or loud noises or hazardous chemicals or smoke or extreme temperatures. This position may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries from using computers daily and may have to sit for extended periods while reviewing detailed data.

During work-site visits, you will be required to wear appropriate PPE including, but not limited to:

Hard hat

Ear plugs or attenuator

Safety shoes

Dust mask or respirator

Gloves