Subcontracts Manager
Position Summary
The Subcontracts Manager is responsible for the end-to-end administration and oversight of subcontractor relationships across Hays Electrical Services ’ projects and operating entities. This role establishes a consistent, enterprise-wide approach connecting contractual requirements, project performance, customer funding, subcontractor invoicing, payment administration, compliance, relationship management, and final closeout.
Serving as the central point of coordination between Project Operations, Contracts, Accounting, Accounts Receivable, Accounts Payable, Supply Chain, and subcontractors, this position ensures subcontractors are properly prequalified and contracted, aligned with applicable customer requirements, accurately invoicing against approved work, and progressed for payment in accordance with contractual terms, project funding status, and applicable payment provisions. Subcontract Administration & Contractual Compliance
- Manage the subcontractor lifecycle from prequalification and contract execution through project performance, payment, and final closeout.
- Partner with Contracts and Project Operations to ensure subcontract agreements are properly executed before work begins.
- Review prime contract and customer requirements to identify provisions that must be incorporated or flowed down into applicable subcontract agreements.
- Coordinate with Contracts and Legal to ensure subcontract terms align with Hays contractual obligations and risk requirements.
- Maintain visibility into subcontract values, approved change orders, retainage, payment terms, insurance requirements, performance obligations, and closeout requirements.
- Ensure subcontractors remain compliant with contractual, insurance, licensing, safety, tax, and documentation requirements.
- Oversee administration of master and project-specific subcontract agreements, exhibits, amendments, change orders, and related documents.
Pay-When-Paid & Project Funding Administration
- Administer subcontract payment terms including pay-when-paid, paid-if-paid where applicable and legally approved, retainage, milestone billing, and other conditional payment provisions.
- Work with Accounts Receivable, Project Accounting, and Project Operations to determine customer or general contractor funding status for subcontracted work.
- Maintain visibility into funded-through dates, customer payment applications, subcontractor billing periods, and amounts eligible for payment.
- Confirm subcontractor payment readiness aligns with contractual requirements, approved work, project funding, and established payment schedules.
- Identify and escalate funding gaps, delayed customer payments, disputed billings, threatened work stoppages, lien activity, or other material payment risks.
- Communicate payment status and requirements to subcontractors accurately and professionally while protecting Hays contractual and financial position.
Subcontractor Invoice & Payment Readiness
- Oversee validation and processing of subcontractor invoices, progress billings, and payment applications.
- Confirm invoices align to the correct project, subcontract, phase, cost code, schedule of values, billing period, and approved contractual amount.
- Validate approved work, authorized change orders, retainage, prior payments, remaining balances, and required supporting documentation.
- Coordinate resolution of invoice discrepancies, missing approvals, duplicate billings, incorrect amounts, and system issues.
- Monitor subcontractor invoice aging, payment holds, approval delays, and unresolved exceptions.
- Establish and enforce payment-readiness criteria to prevent overbilling, duplicate payment, payment beyond subcontract value, or payment for unapproved work.
Waivers, Releases & Closeout
- Manage collection, review, tracking, and retention of conditional and unconditional lien waivers, payment releases, affidavits, and other required payment documentation.
- Ensur