Under general instructions from the Director of Procurement & Contracts, (Manages the proposal preparation, negotiation and administration of contracts, vendors to assure compliance with contractual and regulatory requirements and promote maximum benefit and minimum risk exposure to the company. Maintains liaison with functional departments for the purposes of obtaining information on new business, participating in the development of bidding strategy and providing information on extensions of existing contracts. Acts as liaison for contract activities between the company, legal counsel and contractors/vendors to ensure proper flow of contractual data. Oversees and manages the evaluation and selection of vendors. The Senior Contract Manager also performs other duties as assigned.)
Essential Duties and Responsibilities
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
Under very limited supervision plan, direct, distribute and manage Request for Proposals (RFP), and Invitation for Bids (IFB) for residential, administrative and commercial construction projects or a wide and varying range of professional services requirements;
Facilitate pre-qualification and/or pre-solicitation meetings for assigned projects;
Manage RFI’s from contractors and prospective proposers concerning RFP/IFB and obtain and publish responses before deadlines;
Establish selection criteria and lead evaluation committees and technical review teams through the proposal evaluation and bid review processes;
Analyze vendor responses to RFP/IFB, ensuring best overall value or competitive pricing, price/cost reasonableness, and compliance with applicable local, state and federal requirements, including Davis Bacon and Related Acts, HUD Section 3, Affirmative Action (M/W/DBE and HUD Section 3), etc.;
Negotiate final terms, conditions, schedule, key performance indicators, pricing and other contract elements;
Prepare the supporting analyses and documentation for selection of contractors and award of assigned contracts;
Coordinate with the contractors to acquire the bonds, insurance and other evidentiary documents necessary to execute the contract agreements;
Prepare and administer contracts with awarded contractors and consultants, ensure files are organized, in compliance with State of New Jersey Local Public Contract Law (LPCL), and HUD regulations and procurement guidelines;
Ensure all payment requests (invoices) are supported by payment application documents, proof of delivery or service, agreed upon deliverables, lien waivers, required certificates of insurance, special permit requirements, certificates of occupancy and close-out, as necessary;
Recommend, draft or revise policies and procedures applicable to construction or professional service contracting, and aligned with the state of public sector industry;
Maintain and organize all documentation related to contractor relationships, and outreach efforts;
Assist customer staff with managing contract fulfillment work, including payment, compliance, and performance monitoring and assessment;
Identify, maintain and report cost savings opportunities over time; and
Other duties as assigned.
To perform the job successfully, an individual should demonstrate the following behavioral competencies:
To perform the job successfully, an individual should demonstrate the following competencies:
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. This skill is characterized by the following types of behaviors:
Takes initiative to make things happen
Maintains positive “can-do” attitude; successfully meets or exceeds goals
Demonstrates dedication to and understanding of the mission of the organization
Contributes to a positive team spirit
Takes ownership of issues and problems, even when originating in other areas
Consistently demonstrates effort to meet and exceed internal/external client expectations
Overcomes obstacles to complete projects/tasks successfully
Continuously improves own performance standards and results
Makes specific changes in work processes to improve performance
Learns and applies new information quickly
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes working colleagues as customers. This skill is characterized by the following types of behaviors:
Treats customers with courtesy and concern; responds promptly, professionally and politely
Anticipates what customer wants, and works to provide it
Initiates action/response to customer complaint/inquiry
Responds in a timely, effective manner, even if just following-up
Considers every customer interaction as important
Always delivers on customer commitments; measures performance
Translates customer information to others in the organization with a need to know
Ensures that consultation, products and services delivered address the customer’s needs by asking customer for feedback
Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. This skill is characterized by the following types of behaviors:
Willingly shares information
Recognizes important information and ensures that others that need to know are informed.
Clearly and concisely expresses ideas and concepts orally and in writing
Listens openly and non-judgmentally
Expresses disagreement tactfully and sensitively
Summarizes input, then checks for understanding
Listens without interrupting
Uses correct grammar, spelling and punctuation
Maintains eye contact when speaking
Thinks through main ideas that he/she is trying to express
Ensures information is accurate; stops rumors from spreading
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one’s own work; does fair share of work. This skill is characterized by the following types of behaviors:
Will not ignore a problem, even if it is not one’s direct responsibility
Anticipates and acts to avoid a future problem
Reacts quickly and positively to customer and co-worker inquiries
Puts the highest priority on accomplishing objectives
Demonstrates flexibility in balancing job responsibilities and the ability to deal with change
Puts success of team above own interests and willingly assists others to succeed or complete tasks when needed
Demonstrates high-level of adaptability and willingness to help as needed
Takes responsibility for one’s own actions
Ensures fair share of work is completed
Appropriately shares credit for work and ideas with co-workers and subordinates
Understands the importance of timeliness and accuracy in the workplace
Maintains a satisfactory attendance record and is consistently punctual
Focuses on work-related activities and acts in ways which support mission and goals of the Authority
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge , Skills an Abilities
Knowledge of basic procurement procedures and techniques to carry out recurring assignments involving use of the formal advertised method;
Knowledge of negotiated procurement procedures, and the laws, regulations, and precedents governing procurements by this method, to perform developmental assignments or segments of large procurement actions; and
Skill in solving practical problems relating to commodity usage, interchangeabilities, and pricing matters as they relate to the development of specifications or to contract administration involving product quality.
Education and/or Experience
(For Construction Manager) Significant prior hands-on practical experience with preparing construction type solicitations for bid and proposals, achieving award of contracts, and performing construction contract administration/management; standard commercial contract principles and requirements, such as performance bonds, limitation of liability, indemnities, liquidated damages, and warranties;
(For Professional Services Manager) Significant prior hands-on practical experience preparing competitive solicitations for complex, high visibility, high risk requirements, achieving award of contracts, and performing contract administration/management; evaluation strategies; project planning and management; establishing key performance indicators; risk mitigation techniques;
Demonstrated ability to read “fine print” and understand legal requirements;
Analytical, organized, and pragmatic approach with focus on attention to detail;
Excellent communication skills, both written and verbal;
Sense of urgency and ownership; self-motivated to take on new challenges;
Ability to multitask and juggle multiple priorities in a quickly evolving environment;
Enthusiastic about collaborating with internal and external stakeholders to increase Affirmative Action participation; and
Prepare annual and semi-annual federal reporting for assigned projects.
Applicants must have at least 7 years of verifiable experience in residential and commercial construction or professional services contract management or administration, including solicitation preparation and contract negotiations;
Bachelor’s degree in Supply Chain, Procurement, Business Administration or Public Administration, or a closely related field;
Proficiency in the use of MS Office, and Purchasing and Accounts payable systems; and
Maintain certification as a Registered Pubic Purchasing Buyer (Rutgers Center for Governmental Studies), or Certified Public Procurement Buyer (Universal Public Procurement Certifying Council).
HUD Procurement Guidelines;
New Jersey LPCL experience; and
Certified Purchasing Manager (C.P.M. by the Institute for Supply Management) or related certification.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical journals, or governmental regulations. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
To perform this job successfully, an individual should have strong computer skills (MS Word, MS Excel, MS PowerPoint and MS Outlook). Will need to learn other computer software programs as required by assigned position.
Certifications, Licenses, Registrations
Possess at hire or obtains and maintains certification as a Registered Pubic Purchasing Buyer (Rutgers Center for Governmental Studies), or Certified Public Procurement Buyer (Universal Public Procurement Certifying Council), or similar certification within three (3) years of date of hire.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is required to stand and walk. The employee must occasionally lift and/or move up to 15 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office environment, moderate noise level.
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