Senior Manager, Construction Change Orders

Massachusetts Bay Transportation Authority (MBTA); Boston (MA); On-site; USD 140,000 - 190,000; Full time

Job summary

MBTA is seeking a Senior Manager of Change Order Management to lead contract change actions for major capital projects and ensure compliance with MBTA standards.

You will advise project teams, manage staff, coordinate PMIS/CMS/FMIS interfaces, and provide regular change order reports to leadership. Extensive experience in heavy construction change orders and strong leadership skills are required.

Qualifications

• Bachelor’s degree required in Engineering, Construction Management, Building Construction, Architecture, or related field.
• Five years of contract management/administration experience in heavy construction or transit projects.
• Two years of managerial, supervisory, or leadership experience.
• Experience using estimating software.

Responsibilities

• Direct supervision of Senior Change Order Analysts, Change Order Analysts, Senior Project Coordinators and Project Coordinators.
• Assist the Director of Change Management with staff hiring, workflow, and policy development for processing construction change orders.
• Review and update MBTA policies and procedures, ensuring change actions comply with standards.
• Coordinate MBTA PMIS, CMS, and FMIS interfaces for seamless contractor change actions.
• Provide weekly or monthly change order reports to the Director.
• Oversee claims consultants and support negotiations and resolutions of complex change order issues.

Skills

Strong leadership

Organizational skills

Analytical skills

Interpersonal skills

Communication skills

Travel ability

Education

Bachelor's Degree in Engineering / Construction related field

Tools

Estimating software

MS Word

Excel

PowerPoint

SharePoint

Database applications

Job description

Contract Services is responsible for the procurement and administration of professional services and construction contracts, including alternative delivery methods such as Construction Management at Risk and Design Build. The group supports the MBTA's multi-billion-dollar Capital Investment Plan (CIP) throughout the full delivery lifecycle, from contract procurement, contract administration including management of contract changes and amendments, invoice review and payment processing, dispute resolution to contract closeout.

The Senior Manager of Change Order Management will assist the Director of Change Order Management to provide technical advice and support to project delivery teams in matters of construction contract change management, including but not limited to Work Directives, change orders, risk reallocations, construction quantity variances, contract time extensions, and claims.

• Work closely with the Director of Contractor Change Management to assist in managing the MBTA Capital Programs Change Order group.
• Assist the Director of Change Management with staff hiring department organization, workflow, and policy development for processing construction change orders on MBTA contracts.
• Review, update and support the implementation of MBTA policies and procedures, including Change Order Manual and Standard Operating Procedures (SOPs), to ensure that all construction contract change actions, including work directives, change orders, risk reallocations, construction quantity variances, time extensions, and claims are being processed according to all MBTA Standard Specifications and MBTA Change Order guidelines.
• Coordinate the interface of MBTA Project Management Information Systems (PMIS), Capital Management System (CMS), and PeopleSoft (FMIS) to ensure seamless integration of contractor change actions.
• Manage and update staff assignments to balance workload responsibilities.
• Provide Change Order reports derived from all data management systems to the Director of Contractor Change Management weekly, monthly or as otherwise requested.
• Assist the Director of Contractor Change Management in overseeing claims consultants
• Assist change order and project staff in the review, analysis, negotiations, and resolution of complex change order issues and problems.
• Assist with the training of Project Managers and staff for compliance with MBTA policies, procedures, and protocols of construction change management.
• Review, analyze, and recommend necessary revisions to proposed change order costs including Collective Bargaining Agreements and prevailing wage rates, labor production indexes, materials, equipment, overhead costs and profit factors for compliance with contract specifications and standard industry practice.
• Attend job meetings as required and visit job sites and field offices to obtain first-hand knowledge of complex projects, base contract, and change order scopes of work.
• Provide support for negotiations with contractors and presentation of proposal analysis, documenting all steps of negotiations and outcome.
• Write a comprehensive record of negotiations and explanation of why additional work is necessary.
• Review specifications and drawings and confirm that the requested work is not in the bid design.
• Review all subordinate work product to ensure that the information presented in construction change order packages is accurate.
• Proactively resolve problem issues and expedite the change order process.
• Draft internal memos and correspondence on policy issues as required.
• Oversee the maintenance of departmental filing system for change order records and documents.
• Maintain up-to-date policy and form documents, ensuring all changes are integrated into the MBTA’s systems and relevant internal and external websites. Support Capital Programs departments during audits and other reporting period evaluations.
• Respond to each inquiry, whether from a customer, vendor, or co-worker in a professional and courteous manner.
• Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
• Manage the workforce by ensuring fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreements (if applicable) and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
• Perform all other duties and projects that may be assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

Supervision

• Direct supervision of Senior Change Order Analysts, Change Order Analysts, Senior Project Coordinators and Project Coordinators.

• A Bachelor's Degree from an accredited institution in Engineering, Construction Management, Building Construction, Architecture, or related field.
• Five (5) years of experience in contract management and/or administration including the preparation and review of change orders for heavy construction or transit industry construction projects.
• Two (2) years related experience in a managerial, supervisory, or leadership capacity.
• Effective organizational, analytical, confidentiality, multi-tasking, time management and interpersonal skills.
• Experience utilizing estimating software applications.
• Proficient in MS Word, Excel, PowerPoint, SharePoint, and database applications.
• Excellent customer service and conflict resolution skills.
• Demonstrated ability to comprehend and communicate effectively with customers, employees, and vendors.
• The ability to provide internal and external customers with a courteous and professional experience.

• Ability to travel to various MBTA worksites, offices, and locations.

• The ability to supervise and work effectively with a diverse workforce.

Substitutions

• A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the Bachelor’s degree requirement.
• An Associate’s degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the Bachelor’s degree requirement.
• A Master’s degree in a related subject substitute for two (2) years of general experience.
• A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience

• A Master's Degree from an accredited institution in Construction Management, Building Construction, Public Administration, Engineering, or Architecture.
• Ten (10) years of experience in contract management and/or administration including the preparation and review of change orders for heavy construction or transit industry construction projects.
• Five (5) years related experience in a managerial, supervisory, or leadership capacity.
• Construction change order experience in the transit industry.
• Prior management experience of contract administration or change order staff.
• Working knowledge of e-Builder, CMS and FMIS.