Contract Services Coordinator

University of Southern California; Glendale (CA); On-site; USD 63,000 - 68,000; Full time

Job summary

The University of Southern California (USC) Department of Facilities Planning & Management is seeking a Contract Services Coordinator to join its team in Glendale, CA. You will assist with planning and coordinating service contracts, review agreements, and ensure compliance with policies, laws, and contract specifications.

Responsibilities include preparing contract documents, routing for approvals, managing contract logs, liaising with project managers and vendors, and generating reports.

Qualifications

• 5 years of combined experience/education as a substitute for minimum work experience.
• Experience in facilities maintenance and contract administration. Draft RFPs and contractual agreements from standard university contracts.
• Customer service experience. Proficiency with scanning/imaging applications (e.g., Adobe Acrobat Pro).
• Excellent written and oral communication skills.

Responsibilities

• Prepares contract documents, amendments, and related project documents.
• Routes documents for internal approvals and external signature; ensure proper storage in the project management system.
• Communicates with project managers, consultants, architects, and contractors to obtain information for contract documents.
• Maintains contract logs, track master agreements, and generate reports as needed.
• Promotes ethics and inclusive practices in line with USC Code of Ethics.

Skills

Contract administration

Customer service

Written and oral communication

Education

Associate's degree

Bachelor's degree

Tools

Adobe Acrobat Pro

MS Word

MS Excel

Project management software

Job description

The Work You Will Do

The University of Southern California (USC) Department of Facilities Planning & Management (FPM) is seeking a Contract Services Coordinator to join its team.

The Contract Services Coordinator assists with planning and coordinating assigned service contracts. Reviews contract agreements to ensure contracted services are provided. Assesses service quality to ensure compliance with university policies and procedures, state and federal laws and regulations, and contract specifications. Administers, extends, negotiates, and terminates standard contracts.

• Prepares contract documents, amendments, and other documents related to specific projects or services for the department. Inspects work quality and reviews agreements to ensure contracted services are provided in accordance with contract requirements.
• Routes documents for internal approval and external signature. Ensures routing approvals and executed documents are uploaded to the department's project management information system and properly distributed. Reviews contract request documentation for completeness. Reviews certificates of insurance to verify compliance with contract requirements.
• Communicates with project managers, consultants, architects, and contractors to obtain necessary information to create contract documents. Assists new vendors with procurement process requirements. Liaises with customers to discuss and address service issues. Identifies possible impacts or outcomes and presents recommendations.
• Maintains contract logs and tracks master agreement expiration dates. Issues amendments to extend contract documents. Develops and maintains an internal database system to monitor and track contract services activity and information. Maintains statistical information regarding contract services and generates reports, as needed.
• Promotes an environment that fosters inclusive relationships and creates unbiased opportunities for contributions through ideas, words, and actions that uphold the principles of the USC Code of Ethics.

• The salary range for this position is $ 46.00 - 49.00 per hour. When extending an offer of employment, the University of Southern California considers factors such as, but not limited to, the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Job Qualifications

All candidates for the position must meet the following minimum qualifications:

• 5 years of combined experience/education as a substitute for minimum work experience Ability to comprehend contract language.
• Experience in facilities maintenance and contract administration. Demonstrated skill and ability to draft requests for proposals and contractual agreements from standard, existing university contracts.
• Customer service experience. Proficiency with relevant scanning/imaging applications (e.g., Adobe Acrobat Pro).
• Excellent written and oral communication skills.

The ideal candidate for the Contract Services Coordinator position meets the following preferred qualifications:

• Bachelor's degree
• 6 years of combined experience/education as a substitute for minimum work experience
• Comprehensive understanding of current laws and regulations covering contractual agreements.
• Experience coordinating contracts in university environments. Proficient MS office word and excel Proficient project management system databases

About USC FPM

FPM (formerly named Capital Construction & Development / Facilities Management Services) is responsible for planning, developing, and maintaining the breadth of facilities at USC and is also dedicated to creating a safe environment for our USC community. Woven into every service, safety is of utmost importance. FPM is a diverse group of innovative and talented professionals who provide high-quality facilities construction, operations, and maintenance services at USC and serve as dedicated stewards of USC and FPM core values. FPM values employee recognition, accountability, collaboration, respect, and trust.

Come and join the FPM team - a team that works as trusted partners, shaping an environment of innovation and excellence.

Minimum Education and Requirements

• Minimum Education: Associate's degree
• Addtional Education Requirements Combined experience/education as substitute for minimum education
• Minimum Experience: 3 years
• Addtional Experience Requirements Combined experience/education as substitute for minimum work experience
• Minimum Skills: Ability to comprehend contract language. Facilities maintenance and contract administration. Demonstrated skill and ability to draft requests for proposals and contractual agreements from standard, existing university contracts. Customer service experience. Proficiency with relevant scanning/imaging applications (e.g., Adobe Acrobat Pro). Excellent written and oral communication skills.
• Preferred Experience: 5 years
• Preferred Skills: Comprehensive understanding of current laws and regulations covering contractual agreements. Experience coordinating contracts in university environments.