This position is responsible for assistance with documentation, maintenance and management of ongoing activities related to managing Facilities Management Service Contracts/Vendors. This will include participating or leading various portions of the vendor management process. This could include preparing documentation for RFPs, soliciting bids, participating in vendor review and setup, reviewing and acting upon vendor reports, data administration, reporting, and resolving issues through effective partnering with internal stakeholders and vendors. This level of support will ensure Facilities Management receives the intended value from the agreement and that we continue to enhance our relationship with existing and new vendors.
Contract Administration (70%)
Facilitate and coordinate contract service delivery with vendors and FM staff
Ensure that vendors are managed in compliance with contract terms
Collect, analyze and maintain inspection results/reports for FM and document (via work order) the action to resolve reported deficiencies
Manages work orders, purchase orders, warranties, review and approves invoices, etc.
Track/log vendor reports and ensure accurate/timely storage of vendor documentation
Utilize software tools to manage and posts metrics for measuring performance
Deliver vendor performance data to stakeholders
Develop operational guides and train FM staff.
Contract Development (15%)
Conduct vendor research, request quotes, evaluate results, and determine best value.
Prepare work specifications, develop project schedule and budget
Partner with internal stakeholders as part of the RFP process.
Plans, organizes and manage vendor meetings
Data Administration (15%)
Apply technology to process management and documentation retention
Create and digitally maintain contract project documentation and records
Research and gather data, design and maintain databases and reports
Deliver contracted service data to vendors, identify areas for vendor opportunities
Monitor operational contract budgets
Other duties as assigned
This job may be designated as essential.
The employer retains the right to change or assign other duties to this position.
Work Environment: The work is performed in a general office setting with occasional field inspection and job site verification.
BA/BS degree in a related field plus at least two years of related building systems experience or a combination of related education and work experience to equal at least six years.
Previous experience working in a Facilities Management organization and technical knowledge of building systems (i.e HVAC, Plumbing, Elevators, Roofing, Fire Systems, etc) is preferred.
Previous experience using Microsoft Office suite (Word, Excel, PowerPoint,) Web Reporting BI, the Google Suite, and Enterprise Asset Management software is preferred.
Previous basic accounting experience for PO creation.
Demonstrated ability to work independently and complete work on schedule.
Requires a minimum of independent judgment.
Regular attendance is an essential qualification for this position.
Knowledge, Skills and Abilities:
Technical knowledge of building system preventive maintenance principles and practices.
Technical knowledge of building systems and equipment.
Excellent oral and written communication skills including customer service skills and the ability to deal with difficult issues.
Knowledge and skill using a personal computer and experience with word processing, spreadsheets and databases.
Ability to learn software applications; Web Reporting BI, Crystal Reports, SharePoint, MS Project, Microsoft Visio and Access, etc.
Ability to maintain electronic and hard-copy filing systems.
Organizational, time management, and problem solving skills.
Ability to work both independently and as a team player in a fast-paced, deadline driven environment.
Ability to gather and analyze information.
Ability to multitask, working on multiple projects at the same time
Ability to learn University based systems to create service requests, works tasks, purchase orders, approve invoices, research historical vendor data.
Internal Number: 339273
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.