HMMS Contract Manager -028
Company: U.S. Facilities, Inc.
Location: Hampton
Posted on: February 15, 2021
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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:
OVERSEE PLANNER/SCHEDULERS
Routine
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
Training
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
CONTRACTS
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
MAINTENANCE PLANS
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
BUDGET
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
QUALIFICATIONS
Education
2-to-4-year college degree in a related field
Experience
At least 2 years' experience in contract analysis, contract
management, government procurement procedures, supply chain
management, budget and fiscal analysis, and supervision
Requirements
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
WORK CONDITIONS
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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