The Subcontract Administrator is responsible for developing and maintaining strong supplier relationships while coordinating with internal departments to ensure a continuous and timely flow of materials and services that support the project production schedule. This position also assists with purchasing activities, RFP coordination, and compliance documentation as required.
Develop and maintain positive, professional relationships with vendors and subcontractors.
Coordinate with internal teams (engineering, quality, accounting, production, and project management) to ensure vendor performance aligns with project milestones and requirements.
Ensure vendor compliance with all subcontract terms, technical specifications, and quality standards.
Monitor supplier progress and report vendor status regularly to management.
Track shipments and delivery schedules, collaborating with logistics to determine the most efficient shipping methods while maintaining production timelines.
Review and reconcile vendor invoices.
Maintain organized purchasing records, files, and supporting documentation.
Prepare and maintain documentation for Buy America and DBE compliance audits.
Conduct regular vendor communications through meetings, emails, and reports to keep delivery and project information current.
Identify and resolve supplier performance issues and coordinate corrective actions as needed.
Support purchasing and sourcing activities including RFP preparation and evaluation.
Travel occasionally for supplier visits, audits, or project coordination (domestic and international).
Perform other duties and special projects as assigned.
Bachelor’s degree in Business Administration , Supply Chain , or a related field; equivalent experience in Purchasing or Contract Administration may be considered.
Minimum 3+ years of experience in the rail industry (preferred) or a manufacturing environment, ideally within purchasing, contracting, or supplier management.
Proficiency in Microsoft Office Suite (Word, Excel, Access); strong data management and reporting skills.
Proven ability to analyze and improve supply chain processes , identify inefficiencies, and implement corrective actions.
Excellent organizational and time management skills with the ability to meet strict deadlines.
Strong problem-solving abilities and attention to detail.
Effective communication skills with the ability to work across diverse teams and cultural groups.
Ability to work independently with minimal supervision on standard issues.
Experience reading and interpreting engineering drawings and technical documents is a plus.
Demonstrated experience managing multiple suppliers and competing priorities simultaneously.
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