Specialist, Contract Management

Essex Property Trust; Irvine (CA); Hybrid; USD 67,000 - 80,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Paid parental leave

401k with employer match

Wellness programs

Housing discount 20%

12 paid holidays

15 PTO days

Job summary

Essex Property Trust is seeking a Contract Management Specialist in Irvine to manage contracts and RFx processes. The role involves generating and executing contracts, bid package preparation, and ensuring compliance with terms and regulations.

You will interact with vendors, AP, and project managers to resolve issues and support budget and lien processes. The position requires an AA or BA/BS, 1+ years of procurement experience, and proficiency in Microsoft Office with Yardi/Payscan experience

Qualifications

• AA or equivalent from a two-year college or technical school or a BA/BS from a four-year college.
• 1+ years of experience in contract and/or project procurement preferred.
• Intermediate proficiency of Microsoft Office.
• Experience with Yardi/Payscan preferred.

Responsibilities

• Generate and execute contracts/change orders per company policy.
• Prepare, manage, and execute bid packages with cross-functional teams to ensure value creation.
• Negotiate contract terms and ensure compliance with legal requirements, owner specs, and regulations.
• Monitor and ensure contract execution complies with policy.
• Collaborate with contractors and AP to resolve invoice and contract issues.
• Obtain and utilize knowledge of construction budgets, contracts, and purchase orders.
• Oversee Payscan workflows and ensure accurate coding and lien waivers.
• Interpret contract provisions to resolve claims with minimal oversight.
• Input invoices into Yardi Voyager/Payscan after proper approvals.
• Maintain vendor files and correspondence.
• Obtain lien waivers and required documents from vendors.
• Verify project sign-offs and update records; manage change orders.
• Communicate with vendors regarding payment status and inquiries.
• Resolve budget or payment issues and inform project managers.

Skills

Contract negotiation

RFx process

Vendor management

Analytical skills

Independent judgment

Communication

Education

Associate degree (AA) or equivalent

Bachelor’s degree (BA/BS)

Tools

Yardi/Payscan

Microsoft Office

Job description

City

Irvine

State

California

Job Location

Irvine Regional Office (Derian)

Position Type

Regular

The Contract Management Specialist will play a key role on the Contract Management team to ensure the efficient management of contractual agreements through regular communication with vendors, along with managing all phases of the RFx process from bid preparation through final award. Your responsibilities will include generating and executing contracts and confirming contract execution, as well as subsequent adherence with contractual terms.

What You Will Do

• Generate and execute contracts/change orders per company policy.
• Prepare, manage, and execute comprehensive bid packages in collaboration with various cross-functional teams to ensure optimal value creation.
• Negotiate contract terms and conditions and ensure that contractors are in compliance with legal requirements, owner specifications, and government regulations, either as part of a team or independently.
• Monitor and ensure contract execution complies with company policy.
• Work with contractors and AP Department to resolve invoice and contractual issues.
• Obtain and utilize specialized knowledge of construction budgets, contracts, and purchase orders.
• Oversee Payscan workflows and ensure accurate coding, required lien waivers and documents.
• Regularly and independently interpret contract provisions to help resolve claims and questions submitted by contractors and vendors with minimal oversight.
• Input invoices into Yardi Voyager/Payscan Accounting System after checking for proper approvals.
• Maintain all vendor files and correspondence in an organized manner.
• Ensuring lien waivers and other required documents are obtained from vendors.
• Verifies project sign offs from all parties, updates records, initiates paperwork and follows up on request for approval of work not previously covered in the contract; processes and obtains approval of contract change orders.
• Communicate with vendors regarding payment status, general inquiries, missing required documents, etc.
• Resolve budget or payment issues and communicate resolution to project managers.
• All other duties as assigned.

What You Will Need

• Associate’s degree (AA) or equivalent from two-year college or technical school is required or a bachelor’s degree (BA/BS) from 4-year college or university.
• 1+ years of experience in a contract and/or project procurement role preferred.
• Intermediate proficiency of Microsoft Office.
• Experience with Yardi/Payscan preferred.

What The Job Requires

• Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers.
• The position includes in-person work requirements consistent with the hybrid policy located at Essex's corporate offices in Woodland Hills, Irvine, Bellevue or San Mateo. The hybrid policy is subject to change at Essex’s sole discretion.
• Requires the ability to sit or stand for extended periods. Minimal physical effort in the day-to-day tasks.
• Minimal travel may be required for occasional meetings, training, or conferences.

What You Will Bring To The Table

• Ability to understand and carry out instructions in standard situations. Ability to solve problems and regularly utilize independent judgement in matters of significance, including but not limited to contract negotiation, with minimal oversight. Requires intermediate analytical skills.
• Ability to comprehend and interpret instructions, short correspondence, and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to inquiries from vendors, co-workers, and/or supervisor.
• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.

All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our 12 paid holidays and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.

Essex provides great communities in which to live, work and invest. We are a purpose-driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.

New hires generally start between $67,000.00 - $80,000.00 per year. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs.

This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position.