Subcontracts Officer

Handle tendering and settlement matters with regards to sub-contractors.

Subcontracting

Manage all processes relating to Subcontracting by performing the following tasks:

- Source, maintain and register a list of qualified subcontractors.
- Liaise with internal stakeholders on the issuance of SCRs to initiate the sourcing of subcontractors. Manage tendering processes which include tasks such as the understanding the specifications, sourcing of subcontractors, soliciting of quotation, analyze the quotation, negotiate on prices, workout the best option and propose to tendering committee for approval of engagement.
- Monitor the performance of sub-contractors during the projects/works execution and upon completion of projects/works; evaluate subcontractors’ performance according to the requirements as defined in the Quality Policy.
- As and when necessary, to perform routine inspection onboard vessel prior to & during the tendering process, during/on completion of the job execution to have a better understanding on the awarded job.
- Assist Commercial in cost compilation for each particular project/vessel in order to have a more accurate costing for invoice settlement with vessel Owners.
- Data (tendering pricing) collection as feedback to fellow colleagues (such as estimating, SMEP & etc.) in order to keep up with the latest market rates.
- Liaise / assist Owners’ appointed subcontractors in the administrating of Direct Dealing Order (DDO).
- Act as project coordinator for subcontract management for long term projects.
- To lead the preparation of close-out report with the involvement of project team, commercial and also subcontractors’ involved in the particular projects.
- Filing of documents according to the filing system upon completion of each project / vessel.

Settlement
- Manage settlement processes which include tasks such as the assessment of work done against the quotation, specification, tariff, pricelist & etc., negotiation and settle with subcontractors on final pricing upon the completion of jobs.
- To follow up with subcontractors for relevant credit note and ensure all paperwork is in proper and pass on to administrative staff to circulate for approval.
- Keep track and be guided by settlement KPIs for on-time settlement so to ensure subcontractors are ‘healthy’ financially.
- Data (settlement pricing) collection as feedback to fellow colleagues (such as estimating, SMEP & etc.) in order to keep up with the latest market rates.

Subcontractors Management & Enhancement Program (SMEP)
- Conceptualizing and drafting of Standard Operating Procedure (SOP) for all subcontracts involved activities for approval by management. Thereafter, conduct briefing to all parties that involved in execution, roll-out such SOP and ensure compliance.
- Keep track, update and compile latest pricing/rates for all subcontracting items for proposal/discussion with management. Depending on the management decision on the revision of pricing, conduct a mass tendering process to invite relevant subcontractors for tender-box bidding. Upon the closing of tender, compile the bidding price and propose the awarding for management approval.
- As an administrator for the comprehensive Subcontracts Banding System (SBS), i.e., to enhance the system with all importance parameters, thereafter to maintain, review and update to ensure SBS is the core system that governs all subcontractors working in the yard.
- Analyze and conduct cost study on each of the 5 major trades in term of competency and productivity indexes in order to have better understanding of the cost components and also profitability of each trade and each subcontractor.
- As coordinator and administrator for the bi-weekly Subcontracts Committee Meeting, i.e., organize/initiate the agenda for the meeting, preparation of meeting materials, taking minutes of the meeting, finalize the minutes of meeting & etc.

Admin and Policy Team
- Administer, liaise and conduct monthly routine audit checks on Resident Contractors (RCs) and sponsored foreign manpower as per SOPs to ensure full compliance to the Ministry of Manpower(MOM) Marine Sponsorship Scheme T&Cs (MSS T&Cs) as well as the Shipyard’s rules and regulations on foreign manpower. Ensure all audit and submission datelines for RCs as per SOPs are adhered to and followed up strictly.
- Initiate regular follow up meetings, briefings and engagement with Subcontractors bosses and workers on compliance to MOM MSS T&Cs as well as Shipyard’s rules and regulations. Where non-compliance are discovered, to immediately highlight and escalate to immediate superior and where required, to liaise with Yard Security to gather the workers for briefings in the yard.
- Administer, track and control the issuance of overhead pass, blue-pass and other entry and equipment/vehicle/store passes for approval.
- Plan and scheduling of audit program as per SOPs and coordination with team members to ensure all requirements and object