Subcontractor Co-Ordinator

SUMMARY:
Our Client is looking for an experienced Subcontractor Co-Ordinator, who must be based in Cape Town.

This is a contract based position (20 months) with a 3-month probation period and the candidate must be able to start as soon as possible.

POSITION INFO:

Job Description:
The ideal candidate will be managing and overseeing documents for the Subcontractor Management System. This position works closely with the Quality Controller to ensure that all documents required by subcontractors are submitted and that all records are kept current in alignment with company policies and procedures. It is the responsibility of the Subcontractor Co-ordinator to ensure that the prequalification process is completed for all Subcontractors and potential Subcontractors. In addition to this, the Subcontractor Coordinator ensures that all documents are stored and backed up and that retention policies are followed.

Duties and Responsibilities:

• Organise and archive documents:
  • Scanning and copying documents
  • Physically and electronically filing documents
  • Organising documents and ensuring documents are filed and retained per Company procedures and requirements
  • Adhere to a retention schedule, i.e. he/she must know the proper methods and times to destroy old documents
• Manage Subcontractors:
  • Manage and maintain subcontractor log to be able to provide status when required
  • Ensure that certifications for all prequalified subcontractors are reviewed and kept current
  • Liaise with subcontractors to ensure that all documents are submitted and meet requirements
  • Provide feedback to subcontractors during the prequalification and contract award process
  • Manage the prequalification evaluation team and prequalification evaluation process
  • Communicate the results of the prequalification process to the Health and Safety Team, subcontractors and management as required by the process
  • Handle the retrieval of documents and records and provide status of subcontractors when formally requested by employees
  • Quickly and efficiently retrieve documents and data using Company procedures when needed

• BTech/BCom in Engineering, Contract Management and or relevant Discipline
• Minimum of 5 years’ experience in a similar position
• Proficient in computer software programs such as MS Word, Excel, PowerPoint, Visio, Access
• Strong communication and interpersonal skills to effectively coordinate with various teams
• Highly organised and works well in a fast-paced environment
• Excellent verbal and written communication skills
• Ability to multitask
• Ability to ascertain the quality of submissions by subcontractors
• Analytical experience
• Proficient typing skills
• Data organisation and storage knowledge