Subcontract Coordinator

Subcontract Coordinator

 

Position Summary:

The Subcontract Coordinator supports the financial and administrative execution of subcontracted services within an Integrated Facilities Management (IFM) program. This role is responsible for creating and managing purchase requisitions and change orders, validating subcontractor invoices, and ensuring accurate financial tracking across multiple systems.

This is a remote position that serves as a key liaison between operations teams, service providers, and finance by ensuring subcontractor costs are properly authorized, documented, and aligned with contractual requirements.

 

Key Responsibilities:

Subcontract & Procurement Administration

• Create and manage purchase requisitions (PRs) and change orders within IBM Maximo in support of IFM service delivery.

• Ensure purchase orders align with approved scopes of work, budgets, and contractual terms.

• Maintain accurate subcontract documentation and financial records.

• Coordinate with operations and procurement team to support subcontract onboarding and modifications.

Invoice Management & Validation

• Manage service provider invoices uploaded into the OnPoint platform.

• Review and validate invoices for accuracy, completeness, and compliance with purchase orders and contract terms.

• Verify labor, materials, rates, and supporting documentation prior to submitting for approval.

• Identify discrepancies and work directly with service providers to resolve invoice issues.

• Support timely invoice approvals to meet payment cycle requirements.

 

 

Financial Tracking & Reporting

• Track subcontractor PO spend and financial performance using IBM Maximo,  OnPoint, and Power BI.

• Monitor committed vs. actual spend to support budget management and forecasting.

• Generate recurring and ad-hoc financial reports using OnPoint and Power BI.

• Support financial reconciliation activities between systems and internal finance teams.

Coordination & Communication

• Act as a primary point of contact for subcontractor billing inquiries.

• Collaborate with site operations, procurement, and finance teams to resolve discrepancies.

• Maintain strong working relationships with IFM service providers to ensure smooth invoice processing.

• Support audits by maintaining organized and traceable financial documentation.

Other duties as assigned by manager/supervisor.

 

Required Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Finance, Facilities Management, or related field, with 2 years of experience in subcontract coordination, procurement administration, AP/AR, or facilities management support or High School diploma with 5 years of experience in subcontract coordination, procurement administration, AP/AR, or facilities management support.

• Experience working within an IFM, facilities services, or property management environment preferred.

• Experience with purchase orders, invoicing processes, and financial tracking.

 

Technical Skills:

• Experience with IBM Maximo or similar CMMS/EAM systems.

• Experience managing invoices within financial or workflow platforms (OnPoint experience preferred).

• Proficiency in Microsoft Excel and data analysis.

• Experience running reports and dashboards. Knowledge of Power BI preferred.

• Strong attention to detail and data accuracy.

 

Core Competencies:

• Financial and analytical mindset.

• Strong organizational and time management skills.

• Problem-solving and issue resolution capability.

• Effective communication with internal teams and external vendors.

• Ability to manage multiple priorities in a fast-paced environment.

 

Work Environment:

• Remote environment supporting commercial or corporate facilities.

• Regular interaction with operations teams, finance departments, and third-party service providers.

       

Compensation Details:

$50,000-$60,000

       

The compensation range or hourly rate listed for this position is provided as a good-faith estimate of what the company intends to offer for this role at the time this posting was issued. Actual compensation may vary based on factors such as job responsibilities, education, experience, skills, internal equity, market data, applicable collective bargaining agreements, and relevant laws.

 

Benefits