CONTRACT MANAGER - 72000296 1

About the position

This position manages statewide service contracts for the Division of Real Estate Development and Management which entails reviewing, approving, and processing invoices for services received. The role includes comparing invoices to contractual obligations and vendor reports for accuracy and allowed expenses, tracking invoices, purchase orders, and expenditures, and processing purchase orders and invoices in Ariba on Demand (AOD). The incumbent will monitor, evaluate, and report contractor performance by regularly reviewing performance tracking spreadsheets and maintaining regular communication with the Facilities Managers and contractors through telephone calls, emails, and meetings. Additionally, the position requires ensuring statewide reporting spreadsheets on the Division’s “K” drive are completed within specified timeframes and all appropriate corrective actions are completed. The role also involves maintaining electronic contract files and hard files to ensure all documentation is kept up to date, conducting periodic announced and unannounced inspections (site visits) at the facilities, documenting noncompliance of contract deliverables, and ensuring corrective action plans are in place to address noncompliance issues. The incumbent will also draft preliminary amendment and associated routing documents for any changes to the contracts and assist with the draft, review, and approval process for new solicitations. Some travel is required.

Responsibilities

• Reviewing, approving, and processing invoices for services received.
• Comparing invoices to contractual obligations and vendor reports for accuracy and allowed expenses.
• Tracking invoices, purchase orders, and expenditures.
• Processing purchase orders and invoices in Ariba on Demand (AOD).
• Monitoring, evaluating, and reporting contractor performance by regularly reviewing performance tracking spreadsheets.
• Maintaining regular communication with the Facilities Managers and contractors through telephone calls, emails, and meetings.
• Ensuring statewide reporting spreadsheets on the Division’s 'K' drive are completed within specified timeframes and all appropriate corrective actions are completed.
• Maintaining electronic contract files and hard files to ensure all documentation is kept up to date.
• Conducting periodic announced and unannounced inspections (site visits) at the facilities.
• Documenting noncompliance of contract deliverables.
• Ensuring corrective action plans are in place to address noncompliance issues.
• Following up with the Facilities Managers and contractors to ensure corrective actions have been taken to resolve noncompliance issues.
• Maintaining current certificates of insurance and performance bond renewals.
• Resolving issues with contractors as needed.
• Drafting preliminary amendment and associated routing documents for any changes to the contracts.
• Assisting with draft, review, and approval process for new solicitations.

Requirements

• 5 years of experience in professional procurement, contract management, or another related field.
• Postsecondary education may be used as an alternative for years of experience on a year-for-year basis.
• Valid driver’s license.
• Ability to travel on occasion.

Nice-to-haves

• Florida Certified Contract Manager.
• Florida Certified Contract Negotiator.
• Project Management Professional certification preferred.

Benefits

• Comprehensive health coverage with low deductibles and low monthly out of pocket contributions.
• Option to select between two retirement options, including the FRS Pension Plan and the FRS Investment Plan.
• Opportunity to take part in the tuition waiver program within the state university and community college systems.