Contracts Administrator/Facility Coordinator

Cushman & Wakefield; Cincinnati (OH); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading company in the real estate sector is seeking a Contracts Administrator/Facility Coordinator to optimize vendor and contract management processes. The ideal candidate will have a strong background in Facilities Management and Procurement, with the ability to manage stakeholder relationships effectively. This role is pivotal in ensuring compliance and enhancing operational efficiencies within the organization.

Qualifications

• 5+ years of related Facilities Management or Indirect Procurement experience.
• Knowledge of legal aspects of contracting.
• Self-motivated with strong organizational skills.

Responsibilities

• Manage vendor accreditation, onboarding, and overall vendor administration.
• Prepare and facilitate contracts with suppliers.
• Monitor and report vendor performance trends.

Skills

Analytical skills

Relationship management

Detail-oriented

Strong communication

Education

Bachelor’s degree in related field

Advanced degree

Job description

Job Title

Contracts Administrator/Facility Coordinator

Job Description Summary

Responsible for developing and implementing strategies that optimize the supply chain process.

Job Description

Typically requires associate degree or equivalent professional certification and 3+ years of experience relevant to the local market and services, or equivalent (e.g., 5+ years)

PURPOSE OF THE JOB

The Vendor Contract Administrator will support the Sourcing Manager and will assist in all aspects of vendor and contract management on the assigned client account. The successful candidate is expected to have Procurement/Sourcing, Contracting and Analytical experience including vendor administration & relationship management, conducting opportunity analysis, preparing & facilitating contracts for goods and services and ensuring compliance with contract terms and conditions. Experience in the Commercial Real Estate and/or Facility Management environments is strongly desired and demonstrated capabilities in managing multiple stakeholders is a requirement. Able to support the facility management team with on-going facility and ad- hoc team related responsibilities.

PRINCIPAL RESPONSIBILITIES

• Manage vendor accreditation, onboarding and ongoing overall vendor administration.

• Prepare and facilitate contracts with suppliers, utilizing templates and processes to ensure accuracy in areas such as Scope of Work, Pricing, Site & Equipment Lists.

• Utilize Contract Repository for vendor contract storage, administration and overall compliance, ensuring updates, amendments and renewals are processed in a timely fashion.

• Monitor and report vendor performance trends. Ensure contract compliance with C&W and/or client policies and review compliance of service agreements - terms and conditions.

• Maintain organized records and establish tracking programs for vendor documentation compliance (COI, Contract renewals, etc.).

• Assist in resolution of vendor issues from the Client and the Account Team to ensure the implementation of a high quality long term solution that meets stakeholder expectations.

• Interact with C&W Procurement to ensure utilization of Preferred/Approved Suppliers, contract templates and other tools and templates.

• Manage, review and participate with team members to develop bid packages, facilitate RFP activity and analyze quotations.

• Conduct all meetings with internal and external customers in a professional manner using a high degree of persuasive ability, professional knowledge, tact, good judgment and diplomacy.

• Research supply base for consolidation and improvement in service levels for the Client Account.

• Generate metrics, analysis and reports to support Client, Account and C&W expectations.

• Prepare and distribute reports and statistical data to facilitate planning and maintenance of accurate contract records and files.

• Become familiar with and ensure adherence of current procurement practices, policies, and procedures, to include both C&W corporate and Client account specifications.

• Perform other miscellaneous related duties as assigned.

• Creating and managing work orders and assigning work orders to the facilities team

KNOWLEDGE AND EXPERIENCE

• Bachelor’s degree in related field. Advanced degree is a plus.
• 5+ years of related Facilities Management/Indirect Procurement or equivalent experience.
• Must be familiar with legal aspects of contracting including reading and interpreting contracts and related documentation, ability to prepare amendments, and ability to explain to stakeholders the specifics of the contracts.
• Self-motivated and work independently to find solutions.
• Detail-oriented with strong analytical & presentation skills (Excel & PowerPoint expertise required).
• Strong relationship management skills including ability to develop and communicate vendor processes and procedures.
• Strong organizational skills with the ability to prioritize multiple tasks and the flexibility to handle multiple competing priorities.
• Proficient with internal & external stakeholder/customer relationship management and effective communication with all levels of management.
• Understanding Strategic Sourcing processes and demonstrated proficiency with e-tools such as Vendor Administration, e-Sourcing, and contract management systems.

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.

AAP/EEO STATEMENT

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email [e-mail] . Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”