Contracts Administrator

Job Summary:

Administers all aspects of the custodian contract at assigned site. Responsible for carrying out the objectives, development, evaluation of contract proposals, purchasing, contract implementation, and quality control. Assists in development and evaluation of long-term contracts and acquisition and implementation of service contracts. Responsible for the selection, training, supervision, and evaluation of contract site staff. Position requires strong interpersonal skills and compassion and respect for persons with disabilities.

Essential Functions:

Contract Administration/Development

• Evaluate proposed service contracts and make recommendations

• Prepare all required documentation for contract development

• Prepare pricing for new contract proposals and contract renewals

• Prepare lists for all required supplies and equipment for contract proposals

• Responsible for purchases of required materials, keeping within budget guidelines

• Obtain best value for supplies, equipment and subcontractors

• Monitor supply orders; verify and cross check

Oversight of Site Management

• Responsible for 24 hour management of custodial services. Responsibilities include, but are not limited to, tracking service calls, maintaining records and reports per contract specifications and scheduling of all work and special projects

• Responsible for the maintenance of inventory documentation

• Responsible for the maintenance of equipment maintenance schedule.

• Responsible for overseeing the interviewing of non-disabled and disabled applicants

• Responsible for overseeing the training and evaluation of all employees at assigned sites

• Responsible for the management of disabled and non-disabled personnel to ensure job completion as per contract specifications

• Responsible for conducting safety training and implementing safety policies and procedures

• Responsible for development of work schedules for personnel to meet contract requirements and keep within budget to include maintenance of time and payroll data

• Responsible for submission of all required documentation for employees

• Responsible for preparation of schedules and for ensuring implementation

• Responsible for the preparation of Quality Control Plan and ensuring implementation

• Responsible for communicating quality issues to Chimes District of Columbia staff and customers and ensuring resolution of said quality issues

• Work cooperatively with the Human Resource Office Staff to sustain employment for individuals with disabilities

• Act as custodial Project Manager in that person's absence

General

• Ensure all contractual requirements are met and on time

• Comply with Contractor's rules for the sites, security guidelines and all Chimes District of Columbia policies and procedures

• Observe all security regulations at contract sites

• Ensure that all staff members observe Contractor's rule for the sites, security guidelines and all Chimes District of Columbia policies and procedures

• Attend meetings as required

• Use technology for the completion of specified job duties

• Attend work regularly according to assigned work schedule and/or contract specifications and in accordance with Chimes District of Columbia Policy

• Attend and participate in in-service training, staff meetings, and other activities to facilitate professional development

• Work cooperatively with others including all staff, supervisors, administrators, co-workers, Chimes District of Columbia employees, community professionals, customers, vendors and the public

• Communicate quality issues to Chimes District of Columbia staff and customers

• Establishes and maintains positive relationships with government facility staff

• Receive and act on reports and requests from contracting office personnel

• Present ideas and recommendations to DO based on contract needs

• Analyze, review, and suggest solutions to operational challenges

• Be available within one hour during normal working hours and within two hours after hours to respond to contracting officer

• Attend meetings with government, facility, and customer representatives

• Follow instructions and abide by Agency policies and procedures and contract specifications

• Work cooperatively with HR to sustain employment for individuals with disabilities

• Pass and comply with CPR/First Aid training and OSHA training

Secondary Functions:

• Serve as liaison with building occupants and building services

• Assist in the planning and implementation of staff development programs

• Stay current in knowledge of all aspects of mechanical and custodial methods, new technologies, new materials and equipment

• Be a positive Role model for individuals served and Agency Staff

• Assume other duties, responsibilities, and special projects as needed

• Duties, responsibilities, and tasks may change at any time with or without notice

Physical Abilities Needed to Meet Work Demands:

• Ability to stand or walk for long periods of time

• Ability to go up and down stairs

• Ability to reach above the head, bend, kneel, stoop, and crawl

• Ability to lift, carry, and push up to 50 lbs. as needed

• Ability to work in dusty spaces or adverse weather conditions

• Ability to see details on the floor, above the head, or on surfaces

Job Competencies Needed for Success on the Job:

• Ability to work independently and collaboratively with others

• Ability to maintain confidentiality

• Ability to work in a constant state of alertness and with safety always in mind

• Ability to communicate effectively with employees and government staff

• Ability to supervise and develop others

• Ability to make decisions and solve problems

• Ability to plan, implement, organize, and prioritize

• Ability to be flexible and dedicated to quality and customer service

• Ability to manage multiple tasks effectively

• Ability to react immediately to emergency situations

• Ability to analyze data and recommend corrective action

• Ability to read, write, and speak (communicate and relate information) English

• Ability to use technology for completion of specified job duties

• Ability to manipulate numbers

• Ability to maintain and submit reports, logs, and other paperwork in a timely manner

• Ability to understand and apply technical written material

• Ability to understand and comply with safety procedures and environmental requirements

• Ability to operate machinery without posing a safety hazard to self or others

• Ability to use and care for equipment and cleaning supplies properly

• Ability to complete tasks in a timely manner with numerous interruptions

• Ability to attend work regularly and remain on site for scheduled shift

• Ability to work a flexible schedule as required

• Ability to attend and participate in training and work related meetings

• Ability to demonstrate integrity and ethical standards in job performance

• Ability to deal with others in a positive, enthusiastic, respectful, and courteous manner

• Ability to provide guidance, direction, and technical support

• Ability to comply with all building, security, and company policies and procedures

Other requirements:

• Valid driver's license from state of residence and ability to drive

• License must have been valid for at least 3 years

• If driving a 15 passenger van, must be at least 25 years old

• Acceptable driving record as determined by Agency's insurance carrier and by Chimes DC policies and procedures

Essential Personnel:

This position is designated as essential. This means that when the facility is faced

with an institutional emergency, employees in this position may be required to remain at their

work location or to report to work to protect, recover, and continue operations at the facility.

Education:

• High School diploma or equivalent PLUS 10 years' experience

• College degree preferred

• Valid CPR/FA certification preferred

• Knowledge of green cleaning principles and CIMS certification requirements

• Knowledge of electronic tracking systems such as MAXIMO, SAMS, TAMS, JAMS

• Knowledge of regulatory standards, hospital standards, and facility management

• Knowledge about regulations for SDS, Fire and Safety, Hazard Communications and Bloodborne Pathogens

• Knowledge of government contracting

Experience:

• Five (5) years' experience in managing a workforce providing services on a contract of similar scope and size, preferably with the federal government

• Demonstrated ability and knowledge of building service management as well as relevant equipment and chemicals and their applications

• Experience evaluating, implementing, and working with government contracts preferred

What's in it for you?

Total Rewards (For Full-Time Employees = >30 hours/week):

• Competitive Pay

• Medical, Dental, and Vision Insurance

• Tuition Reimbursement options

• Flexible Spending Accounts (Health, Dependent, and Transportation)

• Life Insurance

• Disability Insurance

• Paid Time Off

• 403(b) with Employer Match

• Employee Recognition Programs

• Employee Referral Bonus opportunities

• Discounts through "Tickets at Work"

• Discounts on Verizon mobile service

• And More!

Want to learn more?

To learn more about Chimes, and how you can achieve personal and professional growth within a purpose-driven organization, visit us at: https://chimes.org/Careers.