Contract Supervisor

City of Mesa•Mesa, AZ

8d•Onsite

About The Position

Under general direction, the Contract Supervisor oversees management of service and material contracts (such as backflow services, water treatment and fountain cleaning, landscape maintenance, street sweeping, pest control, custodial services, HVAC preventative maintenance, elevator preventative maintenance, etc.). Responsibilities include: writing new service and material contracts and rewriting existing agreements; serving as the technical expert on contract terms and conditions, and process controls by drafting, editing, and reviewing contracts according to department needs and budget; working with the Purchasing Department to prepare contract documents for bid specifications, proposals, and award processes; leading contractors on requirements for scope of work and understanding the City’s expectations; communicating to contractors on performance concerns and determining resolutions; conducting market research with vendors; analyzing contract expenditures and forecasting possible costs to stay within budgets and master agreement balances; conducting field inspections and auditing work sites to ensure contract specifications are being met; performing comparative analysis to determine cost effectiveness of in-house work versus contract work; and making recommendations for type of services and contracts needed and potential costs involved. Additional duties include: supervising, coordinating, and directing the activities of Landscape Coordinators and/or Contract Specialists; providing training to staff on contract compliance and requirements, billing, invoice processes, and recordkeeping for service and material contracts; working with staff to identify potential projects; overseeing staff in writing scopes, bids, and awards, and scheduling work and monitoring budgets for in-house projects related to service contracts; performing site visits to evaluate staff performance and their ability to enforce contract compliance, answer questions, and evaluate contractors performance; serving as the technical expert for various field aspects related to all facilities and parks contract oversight; assisting in the preparation of CIP requests and budget requirements; and streamlining processes and setting common goals with both Parks and Facilities workgroups as part of the management team for both divisions. The incumbent in this class reports to a Deputy Department Director or Assistant Department Director and is evaluated through conferences, reports, and results achieved. Supervision is exercised over the classifications of Landscape Coordinator and/or Contract Specialist. This class is FLSA exempt-administrative.

Requirements

Graduation from an accredited college or university with a Bachelor’s Degree in Industrial Engineering, Construction Management, Construction Engineering, Civil Engineering, Landscape Management, or a related field.
Considerable (3 - 5 years) experience in service contract administration, monitoring, or inspection in the private or public sector.
At least two (2) years of supervisory/lead experience or two (2) years regular oversight of service contractors, preferably in a municipal setting.
Must possess a valid Class D Arizona Driver’s License by hire or promotion date.
Must pass a background investigation through the City of Mesa Police Department, the Arizona Department of Public Safety, and Federal Bureau of Investigation.

Nice To Haves

Experience with service contract administration in the areas of landscape maintenance, pest control, water treatment, or closely related field is preferred.

Responsibilities

Oversees management of service and material contracts.
Writes new service and material contracts and rewrites existing agreements.
Serves as the technical expert on contract terms and conditions, and process controls.
Works with the Purchasing Department to prepare contract documents for bid specifications, proposals, and award processes.
Leads contractors on requirements for scope of work and understanding the City’s expectations.
Communicates to contractors on performance concerns and determines resolutions.
Conducts market research with vendors.
Analyzes contract expenditures and forecasts possible costs.
Conducts field inspections and audits work sites to ensure contract specifications are met.
Performs comparative analysis to determine cost effectiveness of in-house work versus contract work.
Makes recommendations for type of services and contracts needed and potential costs involved.
Supervises, coordinates, and directs the activities of Landscape Coordinators and/or Contract Specialists.
Provides training to staff on contract compliance and requirements, billing, invoice processes, and recordkeeping.
Works with staff to identify potential projects.
Oversees staff in writing scopes, bids, and awards, and scheduling work and monitoring budgets for in-house projects.
Performs site visits to evaluate staff performance and their ability to enforce contract compliance, answer questions, and evaluate contractors performance.
Serves as the technical expert for various field aspects related to all facilities and parks contract oversight.
Assists in the preparation of CIP requests and budget requirements.
Streamlines processes and sets common goals with both Parks and Facilities workgroups.