Facilities Manager
2 weeks ago
Position: Facility Contracts Administrator
Location: 700 Alameda St, Los Angeles, CA 90012-Hybrid
Duration: 6+ months contract with possibility of extension
Job Details:
The successful Sr. Administrative Analyst (Facility Contracts Administrator) candidate will be responsible for the administration of maintenance for facility assets, including buildings, residences, grounds, and equipment. This position will administer various facility management service and supplier contracts including planning, scheduling, and directing contractors and maintenance personnel performing facility construction, operations, and maintenance activities; perform contract management duties including quality control inspections to ensure all work is being performed in accordance with contract specifications and Metropolitan standards; approve contractors' invoices; and maintain schedules, coordinate contractors and staff trades and keep management informed on all elements of each repair or project.
The successful candidate will support high-level events hosted at the headquarters building such as Metropolitan board and committee meetings, member, and public agency events, and work closely with internal and external work groups. The successful candidate will conduct periodic assessments of facility operations and services and make recommendations to improve cost efficiency and effectiveness.
Relevant experience is defined as 6 years of experience with a Bachelor’s degree or 4 years of experience with a Master’s degree in at least one of the following areas within Facility Management operations and services:
1) Plant operations, janitorial, food services, building engineering or building maintenance trades, space planning/move management, and customer service in a commercial office environment;
2) Applying knowledge of building codes, construction, various skilled trades, OSHA regulations, and fire/life/safety practices/procedures; and/or
3) Analyzing data, creating reports, and presenting to senior management both orally and in writing. A minimum of 4 years’ experience in a Contract Administration/Management position in a building/facility maintenance/management environment is also required. This should include experience in contract compliance, quality control, specification development, proposal evaluation, contract negotiation, and invoice processing.
JOB DUTIES
1. Conducts and may lead complex research and analyses in a variety of areas; prepares written
reports, presents findings and recommendations, and makes presentations.
2. Develops scopes of work, specifications, schedules, budgets and complex solicitations and contracts for a range of projects; participates in the evaluation of proposals; negotiates terms, conditions and cost, and independently resolves complex contractual issues.
3. Plans and coordinates projects within area of responsibility, including developing scope, methodology, quality control measures, budget and schedule.
4. Conducts cost benefit, statistical, and trending analyses in order to make recommendations on business and financial issues such as cost management, revenue generation, water rate support, and water supply resource investments and programs.
5. Assists in providing enterprise-wide program administration for services that may include taxation, debt financing, and setting of rates and charges, and development of financial systems, budgeting, financial reporting, and internal control assessments.
6. Authors complex reports, studies, manuals, training materials, procedures, Board letters, and other documents for management, the Board, and external entities; develops formats to facilitate clear understanding of materials to be presented.
7. Monitors and analyzes proposed legislation and pending changes in state and federal programs and regulations in terms of the potential impact on Metropolitan; consults with other agencies and internal technical staff on bills of mutual interest.
8. Analyzes budgetary, financial, and statistical data; analyzes variances and recommends corrective measures; develops budget and budget reports, technical information, and analyses to assist management in budget administration and compliance; evaluates the impact of staffing and organizational changes or other management directives on budget allocations and recommends appropriate action.
9. Acts as Project Manager; plans, coordinates, and conducts projects within area of responsibility, including monitoring scope, quality, budget and schedule.
10. Performs other related Administrative Analyst job duties as required.
Required Skills and Abilities to: Identify, analyze and resolve complex budgetary, procedural, and organizational issues and implement modifications to existing programs, systems, and procedures; provide project management support and manage projects; research, gather and compile data; prepare and review correspondence, documents, and reports; administer contracts; prepare clear and concise reports; monitor budgets and utilize financial tracking systems; use applicable software applications; prepare & deliver presentations; organize and prioritize work; use independent judgment and exercise discretion; problem solve; prioritize and multi-task; communicate clearly and concisely, both verbally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work independently and in a team environment; lead and train; and operate current office equipment including computers and supporting applications.
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