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HMMS Contract Manager -028

Company: U.S. Facilities, Inc.
Location: Hampton
Posted on: February 15, 2021

Job Description:

U.S. Facilities, Inc. is looking for an HMMS Contract Manager for the Hampton, VA area.

This position is in support for the Hampton Roads Harbor Tunnels and will be located at the Monitor Merrimac Memorial Bridge Tunnel (MMMBT) Administration Building Office. The role of this position will be to oversee the Planners/Schedulers, maintain contract documents, develop new contracts, perform contract renewal procedures, perform budget, and contract analysis and provide the analysis summary data to VDOT Management. The position will also provide coverage on all aspects of a Planner/Scheduler when needed in their absence. This position will recommend adjustments to the scheduled contract workflow in accordance with the VDOT Program Manager's Budget Spend Plan and VDOT Management approval. This position will be familiar with maintenance VDOT Contract specifications and ensure requirements are implemented into computerized Highway Maintenance Management System (HMMS) via Data Management Team. This is to be accomplished on a routine basis as outlined in the following responsibilities:



Review Planner/Schedulers' (PS) work order lists to identify work orders that are stagnant or may need urgent attention; Check the progression of repair/demand work orders; Check the status of Preventive Maintenance (PM) work orders ensuring they are being performed on time
Hold a quarterly review with the PS and VDOT Program Manager and Maintenance Manager
Respond to emergent issues
Other duties as assigned


Provide training to new the PS via demonstrations and hands-on execution
Provide training on new materials and procedures/processes to continue growth in the position
Mentor to encourage teamwork and to achieve goals


New Contract/Invitation for Bid (IFB) Requests

Work with Program Manager and Maintenance Operations Manager when requesting an IFB
Review and analyze current and previous contract provisions if applicable
Other duties as assigned

Contract Renewals for Established Maintenance Contracts

Track and alert management regarding expiration dates of established maintenance contracts
Perform a contract analysis on the expenditures reported in the PO tracker report, the PS Budget Report and the VDOT Cardinal Purchase Order Activity Reports
Provide the contract analysis in an excel format to summarize the expense requested
Other duties as assigned

Standing Purchase Order (PO) Requests for Established Maintenance Contracts

Complete the Goods and Services Request form using quotations and contract documents
Provide a breakdown of each PO line item requested per the contract including cost, special notes, charge codes and quantity projected in an excel format
Other duties as assigned


Maintain Fan Maintenance Plan Report

Maintain the tracking report of the HRBT and MMBT Ventilation fans
Information will be retrieved from emails, Daily Reports, and verbal communications
Resolve reporting discrepancies with the PS and/or VDOT Management
Disseminate updated reports to VDOT Management on a routine basis


Planner/Scheduler Budget Summary Report

Review PS's budget report looking for any obvious discrepancies and make corrections
Ensure with PS's their budget report includes all quoted work approved or pending approval
Any other duties assigned by a Supervisor

Annual Budget Review and New Fiscal Year Budget Planning

Compare Cardinal Contract Historical Data to the PS's Budget Summary per Contract usage
In collaboration with Data Manager prepare budget data for Annual Budget requests
Attend Budget Meetings to provide explanations on budget requests

Data Team and Contract Team Collaboration

Work with Data Team Management to review upcoming inspection events
Ensure both teams are always working towards the same goals
Review processes / procedures to see if they can be made more efficient
Using standing google meet event attend meetings as scheduled by Data Manager, initiate meeting with Contracts Team, initiate meeting with Data Manager's team
Use the Google "share screen" feature to demonstrate messages in lieu of in-person discussions

USF Team Meeting

Attend virtual weekly meetings with USF teams and provide input
Report to USF management HMMS team's progress and concerns
Provide and update position's cross-training instructions
Report back to HMMS team messages from USF management



2-to-4-year college degree in a related field


At least 2 years' experience in contract analysis, contract management, government procurement procedures, supply chain management, budget and fiscal analysis, and supervision


Understanding of contract execution workflow including scheduling contract work
Working knowledge and proficiency in use of contract documents
High level of proficiency in all MS Office and Google Office products
Strong command of the English language including proofreading, sentence structure, and technical editing
Experience in corporate communications to include report preparation, formatting, and delivery
Deductive reasoning skills and ability to set goals to accomplish tasks
Detail concentration, time management, supervisory, and problem-solving skills
Knowledge of Hampton Roads Interstate and local roadways (desired)
Knowledge of the construction industry/trade (desired)
Virginia Driver's License in good standing


Office environment and industrial area
Working from home during VA State COVID-19 guidelines
Primarily working independently and self-supervised
Team collaboration
Deadline oriented
May be asked to work evenings/weekends for special projects
May be asked to perform other duties as needed by Management

NOTE: This position is designated as essential and, as such, all duties associated with this job are required during emergencies, which may include but are not limited to inclement weather, disaster response and emergency operations. VDOT/Contract Management will determine when essential positions are required. Valid driver's license is required. DMV records check by the Department is required. Fingerprint-based Criminal History Records Check is required.

Keywords: U.S. Facilities, Inc., Hampton , HMMS Contract Manager -028, Executive , Hampton, Virginia

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