Subcontracts Admin Position

Ultimate Staffing Services is seeking a meticulous and dedicated Subcontracts Admin to join their client's team in California. This role is integral to the purchasing function and involves coordinating details with suppliers, managing document administration, organizing supplier lists and files, and preparing subcontracts. The position is located on-site in Costa Mesa and offers a temp-to-hire opportunity.

Responsibilities:

General Job Description: Under the direction of the Subcontracts Supervisor or Manager, the Subcontracts Admin will perform standard duties in support of the purchasing function. This role is responsible for various tasks including but not limited to the coordination of details with suppliers, document administration, organizing supplier lists and files, and the preparation of subcontracts.

Essential Duties & Responsibilities:

• Data entry: Typing and processing of Subcontract documentation.
• Responsible for Subcontractor compliance set-up.
• Review Subcontractor insurance, understand trade-specific insurance requirements, revise and resubmit insurance, and understand all insurance needs.
• Responsible for Subcontractor bond setup.
• Maintain subcontract tracking status log(s) daily and distribute to relevant inter-departmental personnel (e.g., AP, Collections).
• Follow-up with suppliers on the status of outstanding contracts daily.
• Review and send out subcontracts exhibit, regardless of status or issuance type.
• Process a minimum of 12 subcontracts a day.
• Special projects as required and other duties as assigned by management.
• Mail/distribute POs weekly via USPS.

Position Requirements:

• High School diploma or equivalent college course in related field (Business, Economics, Management preferred).
• Proficient-plus level user of MS Excel and MS Word.
• Strong verbal communication and listening skills, both verbal and written.
• Able to work effectively and professionally in a team environment.
• Strong business writing skills, including the use of proper grammar and terminology.
• Able to demonstrate high customer service skills.
• Able to organize large amounts of information while maintaining attention to detail.
• Must be goal-oriented and meet deadlines.
• Purchasing experience is preferred but not required.
• Maintain an average of 75 WPM.
• Maintain an average of 99% in all data entry.

Work Hours:

Monday to Friday, 7:00 AM - 4:00 PM, on-site in Costa Mesa.

Compensation:

The position offers a competitive pay range of $25 - $28 per hour, with the potential for permanent hire.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.