Subcontract Administrator

Our Ferndale, Washington office is seeking a full-time Subcontract Administrator to play a key role in supporting and administering subcontract agreements and payments. This position is responsible for preparing and processing subcontracts, coordinating subcontractor onboarding, ensuring compliance with insurance requirements, reviewing contract language, and facilitating accurate and timely subcontractor payments. The Subcontract Administrator partners closely with project management, finance, and others to ensure effective and compliant subcontract execution.

• Process subcontracts based on notes from the Project Manager, entry, formatting & dialogue
• Generates and routes subcontractor onboarding/setup packages
• Conduct detailed reviews of subcontract insurance endorsements for required language and forms
• Perform initial review of subcontractor edits, coordinate with management to address revisions, and facilitate further discussions as needed
• Organize and support subcontractor negotiation meetings, including documentation and follow-up.
• Track contract execution to ensure timely completion and compliance.
• Maintain and update the master subcontract list.
• Perform additional subcontract duties as assigned.

• Reviews and files subcontractor invoicing
• Works with project management on accurate input of subcontract billings and records entries in accounting software
• Manage subcontractor payments on time, aligning with contract terms and owner payment schedules.
• Review compliance documentation for accuracy and risk mitigation before making a payment.
• Coordinate payment requests and approvals with executive leadership.
• Monitor unapproved invoices and prepare monthly accounting entries for unrecorded costs.
• Address subcontractor inquiries related to payment status and reconciled discrepancies.
• Complete disadvantaged business entity reporting is required.
• Field questions from subcontractors regarding status and payment, and perform reconciliations as needed
• Assists in project closeout by ensuring compliance of subcontractors

• Facilitate timely compliance with owner documentation requirements at contract execution
• Coordinate with insurance agents to ensure proper insurance and bonding are in place and communicate with owners.
• Collaborate with project teams to meet all owner contract requirements within established timelines.

IMCO provides an employee-focused culture and a team-oriented environment, with a strong emphasis on developing successful employees.

• Starting hourly wage $30.00 - $38.00. Depending on experience and education.
• Medical, vision, and dental insurance coverage is available on the first day of the month following 60 days of employment.
• 401(k) match on eligible wages and is available for eligible employees on the first of the month following 60 days of employment. IMCO offers 100% contribution matching up to 4% of the employee’s eligible wages.
• Professional development/ growth opportunities
• Paid time off - During the first year of employment: 10 days prorated on hire date
  • January 1 prior to 6 months of employment: 10 days
  • January 1 following 6 months of employment: 15 days
  • January 1 following 5 years of employment: 20 days

• Ferndale, Washington

• Strong communication, interpersonal, and customer service skills with the ability to clearly convey information.
• Alignment with IMCO’s mission to build quality projects with integrity, excellence, and safety.
• Ability to collaborate effectively with all levels of personnel in a construction environment.
• Strong problem-solving abilities with sound judgment and decision-making skills.
• Able to make confident decisions quickly and effectively
• High attention to detail with strong organizational and recordkeeping abilities.
• Proficiency in Microsoft Excel, Word, and Outlook; experience with Viewpoint Vista is a plus.

• A bachelor's degree or a Minimum of 2 years’ experience in contract administration, preferably within the construction environment.
• Excellent attention to detail and accuracy.
• Proven analytical and problem-solving…