Job Subcontracts Administrator

Job Description

AECOM's Design & Consulting Services (DCS) is seeking an exceptionally talented Subcontracts Administrator to be a project delivery leader supporting the Americas Canada Region. This position can be based out of any of our Canadian offices (preference for Montreal, QC) with opportunities for hybrid work available.

Job Summary:

As a member of AECOM's Procurement & Supply Chain Job Family Group and leader in DCS' Procurement Operations organization, 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. You will work to establish durable relationships with these assigned business lines to be able to credibly advise on procurement strategy and to ensure that all procurements follow company policies and procedures. You will be part of a rapidly evolving and high-paced function and expected to be nimble, versatile, creative, adaptable, and customer-service oriented.

In this role, you will:

• 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 process to stakeholders in an effective manner.
• Manage sourcing and contracting process 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.
• Proactively build strong/trusted relationships with Business Unit and cross functional support leaders, continuously adding value.

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 ability to prioritize to ensure all deadlines are met and maximize impact and results.