Manager of Procurement and Contract Management

Summary

VCU's Facilities Management Department is seeking to hire a Manager of Procurement and Contract Management for Facilities Operations.

The Manager of Procurement and Contract Management develops, writes, and manages University wide outsourced service contracts for both the Academic and MCV Campuses; assists with developing and implementing FMD contracts and Service Level Agreements; monitors vendor compliance on all service contracts; acts as a liaison between vendors and building managers, deans, and department heads to initiate service, service charges, and resolves problems.

The Manager of Procurement and Contract Management is responsible for the training and leadership development of subordinates to include the use of all software, processes, etc.; supervises Signage Department and all associated personnel/finances; manages/oversees/develops Maintenance Contracts for all parking decks and surface lots; manages/oversees/develops service and maintenance contracts for FMD, Student Affairs (Housing), Parking & Transportation, and others as required, to include custodial, pest control, HVAC, waste removal/recycling; provides leadership and direction to the Central Ordering team of buyers and fiscal administrators.

Position responsibilities include (but are not limited to):

Performance Management

• Expectations are clear, well-communicated, and relate to the goals and objectives of the department
• Staff receive frequent, constructive feedback
• Staff have the necessary knowledge, skills, and abilities to accomplish goals

Administrative Management

• Development and management of Facilities Management Contract Administration to include renewals, re-bids, terminations, etc.
• Development of service contracts and management of all associated administration duties in as many as 220 buildings/properties on both campuses with all parking decks and surface lots, and housing properties
• Development and enforcement of internal and external policies and procedures governing the contract administration and central ordering department while assuring compliance with all government regulations and laws
• Training, directing, and supervising staff on procedures and contract compliance issues
• Handle employee complaints and provide problem resolution
• Document areas where improvement is needed with employees throughout the year and complete employee evaluations and performance plans
• Ensure that all department personnel are fully trained in how to use, change, save, etc. any and all software used within the department

Contract Administration - Service Contracts /Technical Contracts / Maintenance Contracts

• Responsibilities include writing and developing scope of works for complex, multi-year service contracts and subsequent changes or modifications to existing contracts
• Assist with developing and implementing PPD contracts and Service Level Agreements
• Negotiate and obtain written price commitment from appropriate contract vendor for all new or converted facilities
• Evaluate and decide to renew contracts or terminate and re-bid based on performance measures of quality/price
• Negotiate with vendors any changes to contracts which effect either material aspects or pricing
• Development and production of various management reports
• Oversee/direct/monitor activities associated with all FMD-Physical Plant contracts, including all service contracts, contracts for technical services needed by PPD, etc.
• Complete annual Maintenance/Service Agreements for foundation buildings
• Serves as Contract Administrator for Monroe Park and MCV custodial contracts, pest control, elevator maintenance/repairs, etc.
• Utilize cooperative contract, State contracts, and VASCUPP contracts where feasible
• Provide leadership and guidance, and perform tasks in the areas of Contract Administration, budget tracking, financial reconciliation, Statements of Work associated with Requests for Proposal, sourcing for services, customer interface, and vendor management

Fiscal Management

• FMD liaison to Accounting, Invoice Processing, and Purchasing on financial matters, change orders, contract renewals, contract terminations, and Purchase Order preparations as they relate to contracts
• Calculate vendor and maintaining records
• Research, resolve, and provide accurate information on all fiscal matters, vendor payments, and statement reconciliations
• Serve on Evaluation Panels/Chair for RFPs
• Manage Chapter 12 requirements relating to VCU surplus

Customer Operations

• Chair meetings to consult with new and existing customers to include Building Managers, Deans, and Department Heads to evaluate physical space, analyze specific needs, schedule services for special events, and resolve conflicts pertaining to contractor's personnel, security, service quality, thefts, and damaged property
• Meet with corporate management from various companies to solve operational and compliance problems related to our contracts
• Assist with information required to prepare, revise, and update a department website containing information useful to customers, such as schedules, frequencies, and point of contacts

Other Duties as Assigned