Contract Manager

UBC - Vancouver, BC (30+ days ago)

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UBC Building Operations Opporunity
Contract Manager

To apply to this position, please visit the UBC Careers site here.

Job Summary

The Contract Manager is responsible for managing both internal revenue generating contracts, and

external (supplier) contracts for UBC Building Operations. This position is a contract management

expert, and the single point of contact, providing excellent customer service and continuous

improvement for internal and external contracts for Building Operations.

The position has oversight of the contract management process including document management,

record keeping and monitoring of contract progress and completion. The successful incumbent is

accountable for ensuring Contract Key Performance Indicators (KPIs) are achieved and maintained and

will take initiative to ensure deliverables are achieved.

This position provides active leadership on campus in support of contract services and works in

collaboration with the Financial Operations framework.

Organizational Status

Reporting to the Senior Manager of Fleet and Procurement Services. This role provides responsibility for

the development of internal contracts and the management of contracts for and with Building

Operations .The Contract Manager liaises with Finance, Financial Operations, Building Operations, and

Campus Maintenance Service Contract customers external Vendors.

Work Performed. Manages process improvement initiatives related to contract management practices and internal

revenue generating service contracts (contract drafting, evaluation, negotiation and execution).. Manages the contract development and administration of revenue generating service contracts

between Building Operations and Ancillary Departments for the provision of facility maintenance

services.. Manages the administration of contracts with vendors providing services to Building Operations.

Works collaboratively with Financial Operations as a SME in the competitive bidding processes, including

requirements definition, evaluation of proposals and negotiations.. Develops specifications with System Owners and negotiates external maintenance service contracts

as requested by the Trades Director. Engage relevant stakeholders in negotiation decisions involving

legal or regulatory requirements, contract standards and cost targets.. Prepares Scope of Work (SOW), including specifications, KPIs and terms of reference for contract

documents and coordinates with Financial Operations for tender development, strategic sourcing and

other relevant procurement activities. 6. Manages contract in/out strategies, approvals and


UBC Building Operations Opporunity
Contract Manager. Responsible for the contract, payment arrangements, change orders and completion requirements as

needed. Prepares budgets, ensures financial control is adhered to and negotiation of change orders.. Facilitates the review and quality assurance of work performed by consultants and contractors.. Resolves contract disputes and works with the University's Financial Operations department on legal

action if necessary.. Leads and manages Service Level Agreements with internal departments and external suppliers. 12.

Serve as the point of contact for customers on contractual matters. Act as contractual "middleman"

between Building Operations and customers, ensuring timely review and approval / reconciliation of

variations. On all contracts, provide recommendations and negotiate directly with customer until

consensus has been reached. Maintain contractual records and documentation such as receipt and control of all contract

correspondence, customer contact information sheets, contractual changes, status reports and other

documents for all projects. Develop and implement procedures for contract management and administration in compliance

with UBC Finance Operations. As appropriate, contribute to improve policies and p[procedures. As needed, provide guidance on contract matters to System Owners, Heads / Sub Heads, Project

Coordinators or other operational staff, including training to new employees in contracting practices and

procedures. Monitor compliance for internal and external contracts with established procedures. Identify areas

of recurrent pressure. Work with Risk Management and Finance to coordinate contractual insurance requirements. Work with Finance to ensure adherence to broader finance and risk requirements such as revenue

recognition, pricing and discounting policies, export controls etc. May include 'financial engineering' and

understanding / evaluating economic impact of terms and term options.. Monitors and assess internal controls related to accounting and financial reporting systems to

mitigate any fraud or financial loss to the University. Aligning with UBC policies and compliance

requirements.. Support Maintenance Service Level development to ensure internal Service Contracts are offered

with appropriate, competitive terms and conditions. Monitor competitive terms. Monitor customer satisfaction with our Service Contract terms and

conditions and contracting practices. Recommend changes.. Conduct contract strategy meetings to identify issues and client requirements, facilitate pricing

discussions, and obtain senior management input on timelines and deliverables.. Ensure that signed contracts are communicated to all relevant parties to provide contract visibility

and awareness, interpretation to support implementation.. Establish regular communications and appropriate visibility into the delivery of commitments.

UBC Building Operations Opporunity
Contract Manager. Handle on-going issue and change management. Monitor transaction compliance (milestones, deliverables, invoicing etc.). Oversee Service Level Agreement Compliance. Ensure contract close-out, extension or renewal.. Ensuring all policies and procedures are documented and updated on a regular basis; communicating

changes to the campus community.. Metrics and analytics - Creates a set of executive, managerial and operational metrics that define

performance of the business, opportunities, and progress to goals.. Develop reports and other analysis tools to minimize errors and identify potential issues;

investigating and resolving issues.. Develop and build relationships with external partners with the purpose to collaborate on

operational performance.. Participating in the reengineering of business processes; providing leadership and direction in

establishing innovative as well as best practices to improve and streamline the quality, efficiency and

effectiveness of business processes while maintaining high levels of financial controls and accountability

for Contract services.. Develops a repository for contracts and proposals and ensures they are stored in a way that

stakeholders can easily access them.. Develop standards for contracts, including presentation of budget, payment terms, general language

and provisions.. Performs other related duties as required.

Supervision Received

Works autonomously under broad directives received from the Fleet Strategy and Procurement Services

Manager. Performance subject to periodic review for soundness of judgement, leadership, overall

effectiveness and attainment of objectives.

Supervision Given

This position provides leadership and expertise in the contexts of contract management to Management

& Professional and Unionized staff. The Contract Services Manager will lead cross functional teams of

stakeholders when developing and closing contracts

UBC Building Operations Opporunity
Contract Manager


University degree in a relevant discipline. Preferred degree in Contract Management ,Business,

Accounting, Finance, Management Information Systems, Supply Management, Professional

Management or related field. Minimum of 4 years of related experience or the equivalent combination

of education and experience. A minimum of 4 years of experience or the equivalent combination of

education and experience.

Relevant experience includes managerial experience in contract management, supply chain

management, or similar high volume operation.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the

inclusion of voices that have been underrepresented or discouraged. We encourage applications from

members of groups that have been marginalized on any grounds enumerated under the B.C. Human

Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability,

political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or

Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be

given priority.