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Subcontracts Administrator

1 month ago

Montreal, Quebec, Canada AECOM Full time
Job Description

AECOM's Design & Consulting Services (DCS) is seeking a highly skilled Subcontracts Administrator to support project delivery in the Americas Canada Region. This role can be based in any of our Canadian offices, with opportunities for hybrid work available.

Job Summary:

As a member of AECOM's Procurement & Supply Chain Job Family Group, you will be embedded across all business lines as their primary point-of-contact for discipline-related project requirements. You will own the end-to-end procurement project lifecycle, focusing on procurement project planning & management, sourcing, prequalification, subcontracting, ordering goods & services, program/project risk management, subcontract administration, supplier relationship management, and supplier performance management.

Key Responsibilities:

  • Support direct projects in proposal, planning, execution, and closeout phases of the project life cycle.
  • Lead, develop, and execute procurement and buy-side contracting strategies and plans.
  • Present procurement and buy-side contracting processes to stakeholders in an effective manner.
  • Manage sourcing and contracting processes in coordination with Operations.
  • Manage buy-side contract compliance, standards, and best commercial terms for AECOM, reducing commercial risk, exposure, and write-downs.
  • Follow and reinforce Source-to-Pay (S2P) policies, processes, and procedures, improving service level to Operations and Supply Chain.
  • Liaison between Business Units and Global Business Services (GBS).
  • Communicate effectively, resolve conflicts, solve problems, and make efficient and effective supply management decisions.

Major Responsibilities:

  • Prepare and manage RFx events, awards, and maintenance for direct projects expenses (e.g., capital equipment, construction/engineering materials, subcontractors, and subconsultants).
  • Support new supplier onboarding and prequalification.
  • Negotiate, prepare, execute, facilitate framework agreements and subcontracts.
  • Negotiate deviations from company commercial Terms & Conditions and minimum insurance requirements.
  • Escalate best and final contract and insurance exceptions to Operations, Legal, and Risk Management.
  • Manage financial commitments in ERP system.
  • Maintain and provide accurate and effective documentation and records management in compliance with internal and external regulations.
  • Assist escalating and supporting the resolution of disputes with suppliers.
  • Complete contract closeout and supplier notices.
  • Assist in the preparation of client approval packages prior to award.
  • Implement Source-to-Pay (S2P) policies, processes, and procedures, improving service level to Operations and Supply Chain.
  • Expert in Coupa eProcurement modules, DocuSign Contract Lifecycle Management (CLM), actively supporting users within the region.
  • Knowledge of direct project pipeline (Salesforce opportunities), actively engaging with AECOM's Client Account Managers (CAM), and active projects.
  • Achieve savings targets relative to management-established benchmarks.
  • Generate Net Service Revenue (NSR) for Procurement where possible to offset labor costs.
  • Support ESG by promoting social equity, diversity, and inclusion in our supply chain and communities through partnerships with small and minority-owned businesses.
  • Foster relationships internally with stakeholders and externally with suppliers and other groups.
  • Challenge the business when projects depart from basic procurement principles.
  • Work on multiple projects simultaneously with the ability to prioritize to ensure all deadlines are met and maximize impact and results.

Qualifications:

  • No less than a Bachelor's Degree in business, engineering, construction management, economics, or other relevant field of study + four (4) years of experience in Procurement & Supply Chain within an engineering, procurement, construction environment in a multi-location, project-based industry.
  • Applicants must be fluently bilingual in English and French as they will be supporting internal and external clients within Québec and outside Québec.

Preferred Requirements:

  • Prefer five to ten (5-10) years of experience in Procurement & Supply Chain within an engineering, procurement, construction environment in a multi-location, project-based industry.
  • Proven expertise in the following Procurement & Supply Chain skills
  • Procurement Project Planning & Management
  • Market Analysis
  • Supply Chain Prequalification
  • Competitive Tenders
  • Price Analysis
  • Program/Project Risk Management
  • Subcontract Management
  • Subcontract Administration
  • Purchasing
  • Supplier Relationship Management
  • Supplier Performance Management
  • Presenting to senior business leaders
  • Organizational, administrative, and analytical critical thinking skills.
  • Success working in a fast-paced, growing environment with high demand to flexibility.
  • Demonstrated ability to identify business process issues and drive process improvement.
  • Open-minded initiative-taker with the ability to adapt, improvise, and problem solve.
  • Passion for coaching peers in business processes and best practices
  • Comfortable with Coupa Core, Coupa Risk Assess (CRA) DocuSign, Microsoft 365 Suite, Business Optix, Smartsheet, Miro, Spend HQ PPM, Adobe Acrobat

Additional Information:

  • This role requires a hybrid work model with both office and remote working conditions, with a preference to be based within commuting distance to an AECOM office.
  • This role will report to the Regional Head Procurement Operations.