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George Mason University · 20 hours ago

Facilities Services Contract Manager

Fairfax, VA

Full-time, Contract

Hybrid

Mid, Senior Level

$97K/yr - $97K/yr

5+ years exp

George Mason University is a large and diverse educational institution, and they are seeking a Facilities Services Contract Manager. The role involves leading procurement efforts for construction services, managing contracts, and ensuring compliance with university policies.

Education

Culture & Values

No H1B

Responsibilities

Responsible for the preparation, solidification, selection, negotiation, and award of contracts for design, engineering, construction, and related services of Capital and Non-capital projects undertaken by Facilities

Assists department and university personnel with fixed cost construction professional services contracts, term contract procurements, and Indefinite Delivery/Indefinite Quantity (IDIQ) by providing advice, policy interpretation, and guidance for both Capital and Non-Capital projects and services

Executes purchase orders for the procurement of design, engineering, and construction of Capital and Non-capital projects reflected on the Division of Purchases and Supply (DPS) and the Virginia Association of State Colleges and Universities Purchasing Professionals (VASCUPP) contracts

Develops Invitations for Bid (IFBs) for procurements delegated authority levels and in accordance with the HECO Manual, Commonwealth of Virginia Purchasing Manual for Institutions of Higher Learning and Their Vendors, the Construction and Professional Services Manual, the Agency Procurement and Surplus Property Manual, and pertinent university policies and procedures. Acts as liaison to vendors and users regarding order status and resolves any issues and discrepancies

Works cooperatively with customer/contract users to identify new contract needs and the effectiveness of current contracts. Assists customers, including department personnel and University Administration, in the procurement process to minimize the procurement cycle time. Assists vendors on how to conduct business with the University

Negotiates and prepares contract change orders during design and construction in a non-competitive environment

Initiates timely change orders, contract renewals or extensions, and IFB re-bids as necessary

Demonstrates effective communication with customers, contractors, and facilities personnel

Responds appropriately with recommended adjustments to contracts, types of contracts available, and improvements to policies and procedures

Answers questions or advises department personnel and/or vendors on procurement processes and procedures to minimize procurement cycle time and to enhance customer service

Acts as liaison between vendors and the department in procurement-related matters

Ensures proper procedures for obtaining and issuing POs are followed, and procedural problems are addressed and corrected

Exercises discretion and judgment within established procedures and scope of responsibility

Support Supports Project Managers and Maintenance Managers in their roles as Contract Administrator for all Capital and Non-capital projects, handling order expediting, change order processing, and vendor contract problems

Monitors, trains, and manages the contractual work of individual contract administrators in proper processes and procedures, and the proper application and use of contracts

Oversees the general appropriateness of proposal requests and quotes in relation to quantity, price, and delivery schedule

Negotiates and prepares contract change orders during design and construction in a non-competitive environment

Develops policies and procedures that represent efficient management and operation of service contract administration; and

Trains contract administrators in the use of the policies and procedures and monitors the process sufficiently to ensure compliance with contract requirements as well as State and University laws and rules

Establishes and maintains appropriate record-keeping systems and databases sufficient to monitor contract rates, PO values, contract activity, average costs per PO, total annual costs, trends in usage and expenditures, and other metrics established by management; and

Maintains complete documentation of files, reviews, and approves/disapproves PO pricing changes

Supports the Director in completing other related duties and reports as needed

Qualification

Procurement experienceContract administrationProcurement rulesConstruction knowledgeMicrosoft Office SuiteContinuous improvement mindsetVCCO certificationCommunication skillsTeam collaborationProblem-solving skills

Required

High school diploma or equivalent

Demonstrated experience (generally 5+ years preferred) in a position providing procurement and contract administration support in Construction and/or Facilities

Demonstrated experience (generally 5+ years preferred) performing procurement using Governing Rules of Procurement, the Virginia Higher Education Purchasing Manual, and The Construction and Professional Services Manual (CPSM) and/or Higher Education Capital Outlay Manual (HECO)

Knowledge of facility construction, professional services, repair, and operations activities and services

Knowledge of construction solicitation types and associated procurement rules, including Design-Bid-Build, Design-Build, Construction Manager @ Risk (CM@Risk), and Professional Services (Architect/Engineer) Qualification-Based Request for Proposals (RFPs)

Knowledge of facilities or service contracting and procurement

Knowledge of contract types including Firm Fixed Price (FFP), Time and Materials (T&M), Indefinite Delivery/Indefinite Quantity (IDIQ), etc

Knowledge of the Virginia Public Procurement Act (VPPA) and/or the Rules Governing Procurement of Goods, Services, Insurance, and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia 'Governing Rules'

Knowledge of basic accounting methods and principles to monitor and track contract funds

Skill in developing simple databases for accounting purposes

Skill in the use of Microsoft Office Suite, with proficiency in Excel

Ability to identify needs related to continuous improvement of services and a willingness to create policies and procedural changes to address those needs

Ability to perform work in accordance with the statutes governing procurement

Ability to communicate effectively with vendors and contract administrators and lead contract negotiations efforts

Ability to enforce procurement rules both internally and externally

VCCO certification (preferred), the VCCO is required if handling/opening Construction or Professional Services bids/offers. VCO OR Certified University Procurement Officer (CUPO) certification within 12 months of hire date

Preferred

Bachelor's degree in a related field

Demonstrated experience and understanding of eVA and Banner systems (generally 3+ years)

Experience with e-Builder or other Project Management/Records Management system/software

Knowledge in reviewing project manuals and drawing packages for construction projects

Benefits

Lots of leave, including paid annual leave, paid holidays, paid sick leave, paid two-week winter break (please note – the break employees often receive during the holiday season is not regularly guaranteed and is subject to annual approval);

Free tuition, up to 12 credit hours during the academic year, and professional development. Yes, you can earn a college education while earning a salary.

Commuter Choice Transit Benefit;

Virginia Retirement System Hybrid Plan;

Patriot Perks discounts to restaurants, events, and more!

Health/dental/vision benefits;

Tuition dependent benefit (restrictions apply).