Facilities Contract Specialist

University Of Texas M.D. Anderson Houston , TX 77020

Posted 3 weeks ago

Provides leadership in the development and administration of maintenance and operational contracts within Facilities Management (FM) Division. Serves as the primary interface for FM Management to coordinate and implement contracts in partnership with Sourcing and Contract Management (SCM). Acts as the liaison in the resolution of concerns and any on-going or complex issues that involve FM Management, Sourcing, Financial Controls, Legal, and UT System. Develops, implements, amends, and negotiates contractual agreements for FM Division O&M management. Responsible for tracking spend, monitoring spend caps, and proactively addressing necessary actions and changes. Works with management to manage vendor performance, evaluate financial and productivity reports to identify areas for financial value and operational improvement. Analyzes contractual agreements to determine issues, identify and implement changes to improve efficiencies. Monitors quality of service, expiration dates, insurance, and response time regarding contractual agreements. Monitors divisional and departmental budgets to make recommendations and insure maximum utilization. Develops and maintains standards/procedure manuals and ensures communication of current and revised standards/procedures to institutional customers to facilitate all FM O&M contractual agreements. Develops policies and provide recommendations to ensure facilities contracts are implemented and services are rendered in accordance with contract terms and conditions. Is responsible for process and contract audits and develops and implements corrective action when necessary. Ensures compliance with all regulatory agencies and policies both internally and external to the institution.

JOB SPECIFIC COMPETENCIES

Contract Development and Administration

  • In collaboration with FM Management, provides leadership in the development and administration of contracts within Facilities Management (FM) Division.

  • Serves as primary interface in all negotiations, incorporating contract amendments, renegotiating contract, and scope changes. Participate in negotiation strategy discussions with FM Management, SCM, Legal, and UT System representatives.

  • Collaborates with FM departments to develop contract Scope of Work documents and payment terms that comply with institutional requirements and best business practices for goods and services to be contracted.

  • Works with various stakeholders within FM in the development of Requests for Proposal (RFP), Requests for Qualifications (RFQ), and Requests for Information (RFI).

  • Responsible for reviewing contracting analytics, terms, pricing, best value, contract compliance, rebates, price management, etc. Research and analyze contractual and operational matters. Review amendments for contract value and terms of agreement. Manage contracts in accordance with Board of Regents guidelines to include maximum contract values and terms of agreement. Ensure certificates of insurance are appropriate, vetted, and maintained.

  • Resolves issues related to defining scope for contracts that are comprehensive and reasonable for institution wide implementation. Must take fiscal stewardship into account.

  • Responsible for tracking spend, monitoring spend caps, and proactively addressing necessary actions and changes.

  • Handles, settles, and resolves differences with vendors and FM management in contract negotiation discussions and throughout contract life.

Customer and Vendor Relationship Management

  • Serves as primary liaison to maintain customer relationships through routine meetings to discuss business strategy. Works extensively with FM management to ensure service excellence and contract is meeting their needs. Facilitates the communication with FM, SCM, and vendors when contractual obligations are not being fulfilled.

  • Meets with customer to identify sourcing and contract savings opportunities. Works with SCM's Finance Team to analyze cost-savings opportunities. Works with FM Division Management and UT System in the review of manufacturer and group purchasing organizations to identify savings and cost avoidance opportunities. Reviews and discusses any market analysis presentations with, and for FM Division.

  • Ensures that SCM is negotiating favorable terms, volume discounts, and long-term contracts with suppliers for FM Division.

Contract Policies, Procedures, Compliance and Audit Coordination

  • Responsible for the development and maintenance of policies and procedures that ensure FM Division O&M contracts are administered in accordance with their terms and conditions and in manners that are adequate to safeguard institutional assets.

  • Works with personnel across the division to develop and implement processes and procedures that ensure contracts are implemented and services are rendered in accordance with contract terms and conditions, and that FM's obligations are timely and consistently met.

  • Plans, schedules and executes O&M contract audits, to include processes and workflow. Reviews audit findings and develops and implements corrective actions, as required. Elicits guidance from Internal Controls, SCM, Legal, UT System, and other resources to address issues.

  • Evaluates contract compliance and elicits guidance from SCM, Legal, and UT System in order to advise others on contractual rights and obligations.

  • Documents all issues and makes recommendations related to modifying procedures, contract terms, and conditions to ensure FM contracts are developed and administered in accordance with institutional requirements and best business practices.

Other duties as assigned.

Bachelor's degree in business administration, accounting, architecture, construction management, engineering, or related field. Five years of experience with development and administration of contracts related to facilities operations, maintenance, or construction.

It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

Additional Information

  • Requisition ID: 132619

  • Employment Status: Full-Time

  • Employee Status: Regular

  • FLSA: exempt and eligible for additional compensation for hours worked beyond your usual schedule, paid at a time and a half rate

  • Work Week: Days

  • Fund Type: Hard

  • Pivotal Position: Yes

  • Minimum Salary: US Dollar (USD) 68,400

  • Midpoint Salary: US Dollar (USD) 85,500

  • Maximum Salary : US Dollar (USD) 102,600

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Facilities Contract Specialist

University Of Texas M.D. Anderson