Contract Specialist

NYC Citywide Administrative Services; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

NYC Department of Citywide Administrative Services seeks a Community Coordinator to support facilities management contracting and procurement. The role involves drafting and editing contract specifications, coordinating with project managers, and ensuring alignment with official policies across City agencies.

The ideal candidate has a bachelor’s degree or equivalent experience, strong writing skills, and ability to manage multiple projects while visiting field sites. Residency requirements apply.

Qualifications

• Bachelor’s degree or equivalent experience in community work or related field.
• Experience or capacity to coordinate and draft contract specifications.
• Strong written communication and ability to work with multiple teams.

Responsibilities

• Research, coordinate, draft and edit specifications for contracts and assist project manager in coordinating contract documents.
• Create professional specifications detailing the scope of work.
• Review in-progress items and offer modifications to technical specifications.
• Maintain a comprehensive library of terminology and documentation for contracts.
• Manage multiple projects and deadlines while maintaining milestones.
• Visit field sites to review building details and field conditions affecting specs.
• Develop relationships with internal teams and other service lines.
• Maintain awareness of industry standards and improve contract specs.
• Provide CLM support and communicate scope to procurement, counsel, bidders, and contractors.
• Prepare reports on contract status and utilization; assist in budget/submittal processes.

Skills

Professional writing

Independent work

Interpersonal skills

Education

Bachelor's degree

High school diploma or equivalent

Equivalent combination of education and experience

Tools

MS Office 365

Job description

COMMUNITY COORDINATOR - 56058

DCAS's mission is to make city government work for all New Yorkers. From managing New York City’s most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.

Our Commitment To Equity, Effectiveness, And Sustainability Guides Our Work Providing City Agencies With The Critical Resources And Support Needed To Succeed, Including

• Recruiting, hiring, and training City employees.
• Managing 56 public buildings.
• Acquiring, selling, and leasing City property.
• Purchasing over $1 billion in goods and services for City agencies.
• Overseeing the greenest municipal vehicle fleet in the country.
• Leading the City's efforts to reduce carbon emissions from government operations.

When you work at DCAS, you're not just working for one agency, but in service of them all. It's an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/dcas to learn more about the work we do.

Facilities Management and Construction manages, maintains, and operates 56 City-owned court and office buildings totaling more than 15 million square feet. These buildings are located throughout the City and include City Hall, the Manhattan and Brooklyn Municipal Buildings, and the Borough Halls. As the landlord, Facilities Management provides base building services to keep these buildings fully functional and operational through seven units: Building Services, Contract Services, Energy Management, Fire and Life Safety, Mechanical Maintenance & Operations, and The Budget Unit.

Facilities Management and Construction Operations provides administrative support to all units of Facilities Management and Construction, overseeing contract administration, data analysis, legal compliance, and inventory management. Contract administration works with the Office of Citywide Procurement and Office of General Counsel to ensure contracts are written and executed to meet FMC’s needs. The data & analytics unit manages ARCHIBUS - the Computerized Maintenance Management System (CMMS) used to track on-demand work orders, contract work, and inventory. Legal compliance works with the Office of General Counsel to ensure all legal issues are handled correctly; assists in writing policies and procedures; and works with the personnel on disciplinary matters. The Inventory unit ensures that the line of service follows the inventory policy for purchasing, maintaining, and storing supplies.

The duties of the position will include, but not be limited to, the following:

• Overall research, coordination, drafting and editing of specifications for contracts and assists project manager in coordinating contract documents
• Authors, edits, rewrites, authenticates and verifies with project managers that all technical specifications contracts are consistent and accurate
• Create professional specifications that detail the scope of work
• Review any in-progress items, technical specifications, and offer modifications and improvements when appropriate
• Maintaining a comprehensive library of technical terminology and documentation relating to all contracts
• Manage multiple projects and deadlines while maintaining milestone deliveries
• Visit field sites to review building details and other field conditions that will affect the way specifications are written
• Develop and maintain relationships with other lines of service and internal team members
• Maintain awareness of industry reference standards and resources and provides continual development and improvement of contract specifications
• Provides Contract Lifecycle Management (CLM) support for contracts
• In partnership with contract project managers, communicates contract scope and specifications to the Office of Citywide Procurement, Office of General Counsel, bidders and contractors.
• Prepares reports and analyzes status of contracts.
• Prepares comprehensive reports on contract utilization with recommendations for improved effectiveness
• Assists in the preparation of new need submittals, fiscal cert., and other budgetary requests.

Minimum Qualifications

• A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
• Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills

• Two years of experience in professional writing, or related field recommended. - Experience in technical communication working on contracts related to fire safety systems, abatement work (asbestos, mold, lead), building mechanical systems (boilers, cooling towers), construction, building maintenance, or similar industries. - Proficiency in MS Office 365 including planner, project, and other MS products. - Ability to work independently. - Good interpersonal skills.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.