Contractor Support Specialist

DePauw University•Greencastle, IN

3d•Hybrid

About The Position

This position will manage, direct, schedule, and coordinate contracted resources for DePauw University to perform construction, corrective maintenance, preventive maintenance, testing, inspection, compliance, and other contracted services that are necessary for the campus physical assets. Responsibilities include the scheduling of contractors, coordinating contracted work with all campus stakeholders, and communicating necessary aspects of contractor work to affected parties. Position will be expected to ensure that contractor safety and security expectations are met, manage all aspects of contracted work execution to meet work and service requirements, and coordinate equipment turnover within the Facility Operations team. The Contractor Coordinator will work closely with Work Planners and Managers to assist with contracted work planning and administrative activities such as defining contractor work scope, issuing Requests for Proposal (RFPs), securing and evaluating competitive bids, issuing Purchase Orders, reviewing and filing field service reports, and processing payment for assigned contracted work.

Requirements

High School diploma or General Education Degree (GED) required.
Strong customer service background.
Must have working knowledge of commercial and residential building components and a basic understanding of how building systems function.
Demonstrated experience in managing contractors and contracted work.
Successful experience as a team player in a team-oriented environment.
Demonstrated ability to communicate proactively within a time environment: both verbally and in written forms.
Ability to read, listen to and comprehend simple instructions, short correspondence, and memos.
Ability to write and communicate simple correspondence.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Familiarity with Microsoft Office Suite, Gmail, Google, and Outlook.
Ability to learn and effectively use WorkDay ERP system.
Valid Indiana driver’s license required.
Ability to write routine reports and correspondence.
Ability to communicate effectively within leadership, contractors, technicians, and client audiences.
Ability to produce a quality work product in a prompt, safe and efficient manner.
Ability to problem solve.
Ability to work without supervision and shifting work priorities; deal appropriately with multiple deadlines.
Ability to maintain regular and reliable attendance.
Willingness to seek out and work with peers to determine and apply best practices.
Demonstrated capability to handle competing priorities in a complex environment and communicate progress against project requirements.
Must be willing to work as a team member in a broader institutional setting to achieve divisional goals and objectives.
Possesses a commitment to the values associated with a nationally respected, liberal arts educational environment.
Attend training sessions and/or seminars to maintain or enhance skills that may be required for the successful operation of Facilities Management.

Nice To Haves

Experience in commercial and/or residential construction is preferred.
Experience with maintenance management systems (CMMS) is preferred.
Experience with field management of contractors and contracted work.
Experience in developing RFPs and evaluating contractor proposals.

Responsibilities

Communicate proactively and effectively with team members to understand the needs and activities associated with the contracted work and to keep stakeholders informed of contracted work progress.
Specify work for contractors and write bid specifications, as necessary.
Coordinate external vendors for estimating, scheduling, and quality control measures.
Issue purchase orders and approve invoices for contracted work.
Provide work updates and periodic timely and accurate reports to Facilities Management on contracted work being performed.
Serve as primary point of contact between the Facilities Management team and contracted vendors.
Maintain contractor relations and forecasted needs throughout the year.
Conduct contractor safety training, badging, and identification practices established by Facilities Management.
Administer contractor safety and security requirements established by the University and Facilities Management. This includes, but not limited to: LOTO, fall protection, lifting & rigging, PPE, contractor badging, and access.
Ensure that contracted work meets scope requirements, safety expectations, and quality requirements.
Coordinate all contracted work with campus community, other campus schedules, and other FM teams.
Ensure that all contractor safety and security requirements and programs are in place and met.
Other duties as assigned.