Energy Systems Group Subcontracts Specialist in Newburgh, Indiana


The Subcontracts Specialist supports the company’s construction business by conducting the vendor/subcontractor pre-qualification and subcontract development processes. The Subcontracts Specialist is responsible to ensure all vendors and subcontractors meet ESG’s requirements for qualifications, licensure, safety programs, insurance, bonding capacity and other items as determined on a project-specific basis, while working in coordination with other employees. The Subcontracts Specialist is responsible to prepare accurate subcontract documents and to ensure they are properly executed and stored. This position is administratively intensive, and responds to time-sensitive situations swiftly, working efficiently and accurately under pressure to meet the demands of the situation with tact and professionalism.


  • Conducts vendor prequalification process in response to requests from project development team members, including setting up vendor record, communicating requirements to vendor, and reviewing vendor feedback to ensure compliance with ESG requirements

  • Consults with management to resolve vendor-specific qualification problems

  • Prepares subcontracts and related documents and supports subcontract negotiations as requested by Project Managers, Operations Managers, Project/Performance Engineers, and others.

  • Researches public records for vendor or project data

  • Responds to time-sensitive requirements swiftly, professionally, and with minimal supervision, working efficiently under pressure to address the immediate demands of the business

  • Resolves sensitive situations tactfully by exercising sound judgment and good interpersonal skills

  • Monitors incoming vendor correspondence related to prequalification and subcontracts, and updates records accordingly

  • Makes recommendations to improve ESG subcontract policies and procedures

  • Ensures subcontracts and other documents meet all ESG requirements, customer specifications (e.g. licensing, registration, insurance, etc.), and government regulations prior to issuance

  • Generates reports using prequalification data on subcontractors, engineers, vendors, and subconsultants; tracks and updates data of prequalification information, certificates of insurance, etc.

  • Develops logical approaches and recommendations to address complex issues efficiently

  • Uses Microsoft Office and other software, ESG computer network, internet, and intranet for database administration that includes document processing, spreadsheets, and creating/maintaining databases

  • Assists Contracts Manager and company lawyers with various administrative functions as needed

  • Provides back-up and overflow coverage for other Subcontract Specialists

  • Performs other duties as assigned by management



  • High School Diploma or GED

  • One to three years’ related administrative and/or contracts experience


  • Associates degree in business, finance law, technical writing, or related field

  • Three to five years' related administrative and/or contracts experience; or an equivalent combination of education and experience


  • Self-motivated and self-directed

  • Strong communication (verbal and written) skills, with the ability to develop and communicate clear, concise, and accurate provisions for contracts

  • Excellent organizational, phone, spelling, and grammar skills

  • Exceptional attention to detail

  • Ability to exercise good judgment, be tactful, work efficiently under pressure, and persuade other parties to the fairness of the ESG position

  • Ability to formulate logical approaches and recommendations to address complex issues

  • Ability to define problems, collect data, establish facts, and draw valid conclusions, exercising discretion and independent judgment

  • Experience with industry standard contracting methods is beneficial

  • Maturity and professionalism to effectively handle frequent exposure to senior management at ESG, as well as with external organizations, customers, and the public


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

While performing the duties of this job, the employee is regularly required to work at a desk and operate a computer, often sitting for long periods of time. Literacy is essential for this job. The employee may occasionally have to lift and/or move up to 10 to 20 pounds.

The employee is required to practice, recognize, and interpret safety precautions and follow safety rules and OSHA requirements as they relate to the job.

The employee is required to work in an indoor environment. The noise level in the work environment is usually moderate.

Energy Systems Group reserves the rights to modify, interpret, or apply this job description in any way the company desires. This job description in no way implies that these are the only duties, including main accountabilities, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “at-will.”

ID: 2018-1556

External Company URL:

Street: 9877 Eastgate Court