Maintenance Management Services Coordinator – Airport

Milwaukee County•Milwaukee, WI

3d•Onsite

About The Position

This position will manage and coordinate Maintenance purchasing, contracts, and agreements for approximately a 32-million-dollar budget. It reviews, analyzes, and prepares reports (Infor audits and various stages of the purchasing process). Provides and tracks timeliness of contracts and agreements. Resolves problems and troubleshoots to ensure timely completion of work. Monitors and investigates monthly encumbrances. This position is the primary compliance manager of the Airport’s T&M contracting.

Requirements

Associate degree in accounting, Business Management or related field
At least two (2) or more years of experience in Procurement/ Purchasing
Ability to carry/pull/push/lift 20 lbs.
Advanced knowledge of Infor, B2Gnow, LCPTracker
Intermediate knowledge of Key Wizard
Knowledge of all related computer and software applications, City works, Excel, Word, Outlook

Nice To Haves

In lieu of education 5 years’ of related experience.
Experience in working on a daily basis with Milwaukee County’s Procurement and Accounts Payable Departments is a strong plus.

Responsibilities

Create and manage purchase orders in Infor, entering Requisitions and following through to Receivers.
Prepare data to establish price agreements, service agreements and bid sourcing events with Procurement.
Maintain timeliness of renewals for price agreements and service agreements.
Determine and prepare Sole Source and Immediate Budget Repair documents.
Work regularly with Procurement to ensure that proper purchasing policies are adhered to.
Responsible for all expenditure documents, over 1000 annually, worth $13 million dollars.
Manage Time & Material contracts for all Airport Departments- Maintenance, Properties/ Parking, IT and Security/Fire.
Ensure contract compliance with all contractor proposals.
Lead Contract Administrator for software’s B2Gnow and LCPTracker, to monitor, report and analyze T&M contracts for TBE compliance participation, certified payroll, and residency.
Work with contractor to meet requirements.
Verify Subcontractors, complete audits and run reports.
Create T&M contracts in Infor.
Administer all annual and monthly extensions to contracts.
Responsible for over 100 T&M contracts per year.
Investigate status of open monthly encumbrances within Maintenance Depts, complete necessary actions to resolve and close.
Ensure proper account coding for each T&M project and all PO’s.
Assist Airport Maintenance Manager with managing expenditures against annual budget and projections.
Work daily with Accounts Payable on invoicing and process issues for purchase order closures.
Work daily with contractors and vendors in billing and purchasing issues.
Process property damage claims and obtain supporting documentation to recover costs for the Airport.
Provide guidance, training and direction to other Airport Divisions and other County Departments for all purchasing related issues that affect the Airport and Maintenance budgets.
Provide T&M Contract guidance and training to Properties/ Parking, IT and Security/Fire.
Maintain standards, respond to complaints/issues, direct staff, liaison w/other departments, the public and contractors.
Either directly or through assigned staff, respond by telephone, email and “walk-in” service request, communications, etc.
Responsible for tracking keys, issuing keys, receiving keys and managing key deposits.