Subcontractor Coordinator
A coordinator who keeps subbies compliant, scheduled, and paid on time, so the field has the cover it needs without the friction.
- Engagement
- Full-time, managed Employer of Record
- Working hours
- Full-time, with core overlap across Australian Eastern business hours
- Experience level
- Two or more years in subcontractor coordination, procurement, or trades administration. Mid-level.
- Subbie compliance documents kept current
- Subbie scheduling coordinated against the job board
- Subbie purchase orders and timesheets processed
- Subbie invoices reconciled and prepared for payment
- Weekly subbie capacity and compliance reporting
- A field-service or job-management system, for example ServiceM8, simPRO, AroFlo, or Fergus
- Xero or MYOB
- A document management system or SharePoint
- Microsoft 365
- Microsoft Excel
Why this role exists
Most trades businesses lean on subbies for cover and capacity, and the relationship lives or dies on paperwork. Insurances current, tickets valid, POs raised, invoices reconciled. Left informal, it costs jobs and creates risk. Held properly, it is a steady, manageable workload.
A dedicated subcontractor coordinator runs the subbie process so the network is reliable, compliant, and paid on time.
A day in the role
- Confirm tomorrow's subbie cover is in place and fully compliant.
- Onboard a new subbie, checking insurances and licences before any work.
- Process the day's POs and capture submitted timesheets.
- Reconcile two subbie invoices against approved POs and flag a variance.
What good looks like at 90 days
Every subbie working is compliant, scheduling matches the field's demand, POs and timesheets flow on the cycle, and invoice reconciliation catches variances early.
Sector context
This role sits inside our trades and field services sector work, alongside dispatch, quoting, collections, and compliance support.
The Arcbridge difference
You direct the work. Arcbridge holds the employment.
Australian workplace law considers the real working relationship between a business and a worker, not only the contract label. Where an Australian business directly engages an offshore contractor and the practical working relationship resembles employment, classification and Fair Work questions can arise. The Fair Work Commission has scrutinised arrangements of this kind.
Arcbridge is designed to reduce the practical risks of informal offshore contractor arrangements by placing employment, payroll, leave, HR administration, and employment-side process inside a managed structure. Arcbridge or its nominated employment entity employs the team member. The client receives capability and outputs through a service agreement rather than directly engaging an offshore worker.
This is the difference between an informal offshore engagement and a structured offshore team. It is general information only, and is not a substitute for tailored legal, workplace relations, tax, or migration advice on a client's specific arrangements.
Core responsibilities
- Maintain subbie compliance records, including insurances, licences, and tickets
- Coordinate subbie scheduling against the job board
- Issue purchase orders and capture timesheets
- Reconcile subbie invoices against approved work and POs
- Onboard new subbies to your process
- Handle subbie queries and route the harder ones
- Report weekly on subbie capacity, compliance, and spend
What this role is not
Clear scope protects the placement. These sit outside this brief, and we will say so before a call rather than after.
- This role coordinates and administers your subbie network. It does not negotiate rates or commit to engagement terms without your sign-off.
- It does not provide advice on contractor classification, tax, or migration, which are matters for the appropriate professional.
- It is not a site or technical role.
Best-fit profile
- Two or more years in subcontractor coordination, procurement, or trades administration
- Organised, with accurate record keeping under volume
- Strong written English for clear, professional communication
- Comfortable with field-service and accounting systems
What Arcbridge screens for
Depth is the differentiation. These are the capabilities we test before a name reaches your shortlist.
Coordination
We test the ability to keep many subbies moving without losing detail or compliance.
Compliance discipline
We screen for the habit of confirming insurances and tickets before scheduling, not after.
Written English
We assess clear, professional communication with subbies and the office.
Systems fluency
We look for comfort across field-service and accounting tools, with clean records.
How we measure success
The signals we hold this role to. These are quality and throughput measures the team member owns, not promises about your commercial results.
- Subbie compliance current before scheduling
- Subbie schedules matched to job demand and capacity
- POs and timesheets processed within the cycle
- Invoices reconciled against approved work, with exceptions flagged
Who holds what
The managed structure is the point. You direct the work and own the outputs. Arcbridge holds the employment relationship and everything that comes with it.
You direct
- Your subbie onboarding checklist and compliance standards
- Approval authority for scheduling, POs, and invoices
- Which jobs and subbies take priority
Arcbridge holds
- The employment relationship, payroll, and superannuation equivalent
- Leave, performance management, and HR administration
- Onboarding, equipment, and day-to-day pastoral support
The commercial case
A well-held subbie network is capacity on tap, without the risk of unverified compliance or messy paperwork. A dedicated coordinator holds it so the owner does not. The managed structure delivers that capability without directly engaging an offshore worker.
Other Trades and Field Services roles
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View this roleTalk through this role
Place a Subcontractor Coordinator.
Send the role brief or describe the work you need covered. We will confirm whether the role fits the Arcbridge model and arrange a 30-minute discovery call within one business day.
This document is general information only and is not legal, migration, registration, clinical, or tax advice. Arcbridge candidates are employed by Arcbridge or its nominated employment entity. The client receives managed offshore support aligned to the agreed role profile, hours, service fee, and reporting arrangements.