Subcontract Administrator

Subcontract Administrator

Location: Hybrid – 3 Days Onsite / 2 Days Remote

Compensation: Up to $100,000

Travel: Approximately 1 month annually (domestic and international travel required)

Our client is seeking a detail-oriented and highly organized Subcontract Administrator to support vendor management, subcontract coordination, compliance tracking, and purchasing administration within a manufacturing and transportation-related environment. This role is heavily focused on vendor relations, subcontract support, documentation management, and cross-functional coordination rather than contract negotiation or legal administration.

The ideal candidate will have experience working with suppliers and subcontractors in highly regulated or manufacturing-driven industries and possess strong organizational, communication, and problem-solving skills. Experience supporting rail, transportation, automotive, or industrial manufacturing organizations such as Siemens, Alstom, Woojin, or Hyundai Rotem is highly preferred.

Key Responsibilities

Develop and maintain strong vendor and supplier relationships

Coordinate with internal departments to ensure subcontractors are properly supported and project schedules are maintained

Resolve vendor issues, supplier escalations, and relationship concerns in a professional and timely manner

Ensure vendor compliance with subcontract requirements and company standards

Assist engineering, quality, accounting, production, logistics, and project management teams to help ensure milestones and deliverables are achieved

Monitor vendor performance and regularly report subcontractor status updates to management

Track shipments and deliveries while advising logistics teams on the most cost-effective shipping methods to maintain production schedules

Perform vendor invoice reconciliation and assist with purchasing-related documentation

Maintain purchasing files, subcontract documentation, and audit-ready records

Prepare and maintain Buy America compliance documentation and supporting audit trails

Prepare and maintain DBE compliance documentation and reporting

Maintain ongoing vendor communication through meetings, email correspondence, and status updates to ensure delivery timelines remain accurate and current

Support additional administrative projects and operational initiatives as assigned

• At least 3 years of experience in the rail industry, preferably in purchasing, subcontract administration, or contract support functions.
• Strong problem-solving ability with the judgment to handle routine matters independently and escalate issues appropriately when needed.
• Advanced proficiency with Microsoft Office applications, particularly Word, Excel, and Access.
• Demonstrated ability to organize competing priorities and meet firm deadlines in a fast-paced environment.
• Comfortable working with individuals from varied backgrounds and cultural environments.
• Ability to review technical information, discuss basic engineering concepts, and interpret engineering drawings or related documents; direct experience is preferred.
• Experience managing multiple supplier matters at the same time, including status tracking, issue resolution, and documentation control.
• Bachelor’s degree in Business or a related field, or equivalent experience in purchasing or contract administration.