Contracts Manager

Massachusetts Bay Transportation Authority•Boston, MA

10d•Hybrid

About The Position

The Contracts Manager will support the Stations, Facilities, and Structures Division’s management of outsourced services and operations, such as contracted third-party providers of cleaning, snow removal, maintenance of fire protection systems, and engineering services. Reporting to the Deputy Director of Contracted Services within the Stations, Facilities, and Structures Division, this position will coordinate with key stakeholders to develop scopes of work, draft RFPs, obtain services, manage vendor relationships, perform field audits, and measure contract performance. This position will actively manage third-party service providers/contracts critical to the safety, maintenance, and operations of the MBTA’s stations, facilities, and structures. As a contract administrator, the Contracts Manager will support administrative and operational efforts to optimize vendor performance, ensure contract adherence, and increase fiscal controls to enhance overall outcomes.

Requirements

Bachelor's degree from an accredited college or university in a related field.
Five (5) years of experience in contract/vendor management.
One (1) year of prior project management or leadership experience.
Demonstrated proficiency in the Microsoft Office suite, with emphasis on Excel and PowerPoint.
Effective organizational, time management, interpersonal, and multi-tasking skills.
Strong analytical skills and ability to identify and communicate key insights.
Excellent communication (oral and written) and presentation skills with the ability to influence people at all levels of the organization, both vertically and horizontally.
Ability to supervise and work effectively with a diverse workforce.
Excellent stakeholder management and conflict resolution skills.
Commitment to MBTA's diversity and inclusion goals.
Possession of a valid driver’s license without infractions in accordance with MBTA policy.
Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
Ability to provide internal and external customers with courteous and professional experiences.
Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op.
Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.
All employees must be legally authorized to work in the United States and on an unrestricted basis.
The MBTA does not have an employer work sponsorship program.
However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply.
Further, all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.

Nice To Haves

Bachelor’s degree from an accredited college or university in engineering.
Two (2) years of experience in contract/vendor management within a relevant technical field (engineering, construction, transportation, etc.).
Demonstrative proficiency with data visualization tools, such as Tableau.
Experience in a public sector environment.
Experience in transportation, facilities management, construction, or a related industry.
A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.
An associate degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.
A master’s degree in a related subject substitutes for two (2) years of general experience.
A nationally recognized certification or statewide/professional certification in a related field substitutes for one year of experience.

Responsibilities

Support day-to-day oversight of third-party service contracts and enforce adherence to all terms and conditions.
Contribute to the development of workflows, standard operating procedures (SOPs), and other tools designed to support service contract performance management.
Maintain a continuous process of review, feedback, and actions to improve service delivery and manage costs effectively.
Evaluate service contracts to ensure deliverables are achieved and contract milestones are met.
Track and oversee key performance indicator (KPI) and service level agreement (SLA) reporting.
Conduct field audits and inspections to ensure contract compliance and performance.
Identify, communicate, and address non-compliance with contractual terms and conditions.
Issue notifications of non-compliance and default of contract terms.
Onboard vendors effectively and facilitate standing meetings between MBTA and the vendor.
Coordinate with departmental stakeholders on potential areas of contracting, as well as the development of RFPs, including scopes of work (SOWs), for prospective contracts.
Collaborate with departmental stakeholders and the Procurement Department to proactively plan procurement and contract activities, including requisitions, contract documentation, execution of options, and contract amendments.
Enter procurement requisitions within Knack and FMIS.
Foster strong productive working relationships with internal and external stakeholders.
Identify areas for cost savings and reduction in vendor spend.
Monitor vendor spending patterns and confirm that invoiced costs align with the agreed SOW and pricing table.
Process invoices for payment after reviewing all invoices and associated information carefully for accuracy and confirmation of completed work/deliverables.
Monitor outstanding invoices and resolve any issues in order to ensure timely and accurate payment and adherence to the payment terms stated in the contract.
Maintain appropriate and organized records of contracts, performance, invoices, and other documents.
Drive a company or personal vehicle to visit work sites as needed.
Perform all other duties and projects that may be assigned.
Additional responsibilities may include a focus on one or more departments or locations. See applicable addendum for department or location-specific functions.