JOB DESCRIPTION
The Subconsultant Specialist sits within the Business Cluster and reports to the Partnership Head. The role manages the end-to-end subconsultant engagement process, from briefing and first contact through proposal evaluation and ongoing account management. It works closely with Procurement and the Proposals & Contracts team to ensure subconsultants are properly briefed, evaluated, and maintained as active partners of the business.
KEY RESPONSIBILITIES
1. Project Brief & Scope Translation
- Receive and internalize project requirements from Client Engagement Managers (CEMs) and translate these into a clear, structured brief for subconsultant engagement.
- Ensure the brief accurately reflects the technical, timeline, and delivery expectations of the Business Cluster before any subconsultant is approached.
2. Subconsultant Relationship & First Contact
- Serve as the primary initial point of contact for all subconsultants.
- Conduct introductory briefings, verbally communicating project scope, expectations, and submission requirements.
- Instruct subconsultants to submit proposals directly to Procurement, with the Subconsultant Specialist copied, and advise that Procurement will follow up on commercial specifics.
3. Proposal Evaluation: Scope & Delivery
- Upon receipt of a proposal, evaluate it for:
- Completeness and accuracy of proposed scope versus project requirements
- Proposed deliverables and output formats
- Timeline and milestone alignment with the overall project schedule
- Coordinate evaluation findings with Procurement, which independently reviews payment structure, terms, and conditions, as well as commercial compliance.
- Consolidate both assessments and escalate to the Head of Partnerships for approval or negotiation direction.
4. Account Management & Relationship Continuity
- Function as an account manager to the subconsultant pool, maintaining active, professional relationships to ensure continued engagement readiness.
- Monitor subconsultant performance, responsiveness, and capacity across active and pipeline projects.
- Proactively identify and address relationship gaps that could affect delivery or future engagement.
- Maintain a current subconsultant roster with engagement history, performance notes, and engagement status.
5. Coordination with Procurement
- Operate in a defined dual-role evaluation structure with Procurement. Scope and delivery sit with the Subconsultant Specialist; commercial terms and payment sit with Procurement.
- Facilitate clear handoffs and avoid duplication by maintaining distinct lanes of responsibility.
- Flag misalignments between technical scope and commercial terms early, before they create project risk.
6. Reporting & Documentation
- Maintain complete records of subconsultant communications, proposal submissions, and evaluation outcomes.
- Prepare status summaries for the Business Team on subconsultant pipeline and engagement health.
- Ensure all engagements are documented in the subconsultant register with updated status, scope summaries, and proposal versions.
QUALIFICATIONS & EXPERIENCE
- Bachelor's degree in Architecture, Engineering, Construction Management, or a related AEC discipline.
- 3–5 years of experience in project coordination, consultant management, or business development within a multi-discipline AEC environment.
- Demonstrated ability to manage external stakeholder relationships, and comfort in leading briefings and maintaining professional rapport with consultants and partners.
- Experience reviewing technical proposals and scopes of work; ability to identify gaps, misalignments, and risks.
- Familiarity with procurement and contracting workflows in an AEC or project-based organization is a strong advantage.
- Strong written and verbal communication skills, with the ability to brief clearly, follow up effectively, and document accurately.
CORE COMPETENCIES
Scope Intelligence
Can read a project brief and immediately identify what the subconsultant needs to deliver and where proposals fall short.
Relationship Management
Builds trust with subconsultants while maintaining Aidea's position of authority. Keeps panels warm and engagements continuous.
Process Discipline
Follows the engagement workflow rigorously, ensuring proper handoffs to Procurement, complete documentation, and no gaps in the paper trail.
Cross-functional Collaboration
Works in a defined dual-evaluation structure with Procurement.
