Contract Manager

Job DescriptionJob Description

POSITION SUMMARY

The Contract Manager represents Native Energy in the performance of the assigned contract(s) by coordinating activities between employees, Native’s corporate office, and the applicable client points of contact. This role has the authority to act on behalf of Native on a day-to-day basis at the work site when coordinating subcontractor activities. It is vital that the person responsible for this position is familiar with and understands all applicable contract requirements (SOW, specification, CLINs and work break-down structure). The Contract Manager is responsible to have daily communication with the COR. Communication may involve numerous calls per-day. During normal Government working hours, the Project Manager shall respond to questions from the COR within 30 minutes of the request and within two hours after normal working hours. Outside of normal Government working hours, the project manager must carry a cell phone and respond to client 24 hours per day, 365 days per year.

General Responsibilities

• Responsible for the building custodial program in collaboration with the custodial supervisor
• The Contract Manager is responsible for the planning, procurement, and execution of projects and also for planning, scheduling, assigning, and documenting preventative maintenance schedule.
• Prioritize shifts/staff resources to meet service call requirements.
• Communicates frequently and directly with the client COR and coordinates paperwork between the corporate office and the job site.
• Initiating contact promptly with the designated corporate point of contact when a situation requires it.
• This position must work well with any applicable QC, corporate, safety, and/or other Native staff and respond to requests in a reasonable and timely fashion.
• This person must be onsite and available to deal with the day-to-day operation of the contract and shall make reasonable efforts to assist the Government to prevent hazardous conditions, and property damage, and to maintain security.
• Promptly report adverse conditions or activities to the COR or security personnel.
• Protect Government property, buildings, materials, equipment, supplies, records, and data within the employee's control against unauthorized access, loss, or damage.
• The Contract Manager may, depending on the task and situation, delegate tasks to others reporting to this role. However, the Project Manager is responsible for the proper completion of all tasks in this job description, including those that are delegated. Job duties include, but are not limited to, the following sections’ list of activities.

Contract Performance Activities

• Ensure that the contract’s Statement of Work is being performed to the highest specifications. In the event of delays or performance failures under the Statement of Work, determine the cause and make recommendations for appropriate corrective and/or preventive measures to Native’s corporate office.
• Inform the Native corporate office of any potential or real conflict of interest which may arise under the contract.
• Proactively communicate with client so that all client expectations are met or, in the event of a delay or other issue, so that an alternative way of meeting client expectations can be initiated and approved.
• Administration of all contract tasks, providing technical clarification to employees, and scheduling to perform the Statement of Work
• Monitor employee and subcontractor performance with respect to the contract’s Statement of Work.
• Perform inspection of completed work and/or inventory and certify acceptance or non-acceptance of work.
• Maintain various job tracking systems. If Maximo or another complete job tracking system is in place, it is this position’s responsibility to ensure that all data is correctly entered into the system. While this information may be entered in by the Project Manager or a subordinate, it is the Contract Manager’s responsibility to ensure that all data is entered in correctly and in a timely manner.
• Complete technical reports required under the contract.
• Ensuring that all expenses to be invoiced to the client are sent to Native’s accounting department in a timely manner.
• Review and apply the correct code to vendor and subcontractor invoices and recommend approval/disapproval for payment as appropriate.
• Monitor contract costs and expenditures with an eye towards contract requirements and allowed amounts, promptly reporting any issues or potential issues to the assigned corporate point of contact, such as exhausting 75% or more of a contract CLIN.
• Provide estimates for additional task orders, ODCs, or emergency quotes, as required by your contract. Depending on the contract, these estimates are to be sent directly to the COR or to the assigned corporate point of contact for review.
• You are not authorized to sign task orders from the client nor enter into any negotiations with the client.

Subcontractor Activities
This role coordinates subcontractor performance under this contract. Tasks under this role include:

• Requesting cost proposals for work to be performed by subcontractors and select the best value.
• Submission of all cost proposals received to the corporate office with the one selected to request subcontractor documents.
• Coordinating subcontract documents for signature from both Native corporate and the subcontractor, including the initial subcontractor information form, W-9, and Certificate of Insurance updates.
• Maintain log of service orders or review log created by the CMMS Administrator to track work assigned to subcontractors and maintain log of missing subcontractor documents in addition to other subcontractor documents, such as signature pages, certificates of insurance, and information forms.
• Verifying that subcontractor performance is acceptable and taking steps for correction, when necessary.

Employee Activities

• Directing day to day activities of employees, scheduling, and other placement as needed to perform the Statement of Work.
• Understand and comply with all provisions of the Collective Bargaining Agreement (CBA)
• Communicate with Native’s corporate HR department when there are any potential conflicts or issues as soon as possible, but ideally before issues arise regarding CBA covered employees
• Ensure that all safety, local, state, and federal regulations connected to employment are being followed.
• Ensuring all company policies and procedures are being followed by employees, such as expense, travel, mobile device, etc.
• Reporting all employee injuries, disciplinary matters, or other concerns to the designated corporate point of contact or HR department in a timely manner.
• Submitting documentation of all employee activities such as commendations, counseling or disciplinary actions, training recommendations, etc. to Native’s corporate HR department immediately when generated
• Performing a 90-day review of new hires and annual reviews of current employees. All documents are to be submitted to Native’s corporate HR department immediately when generated.
• Periodic review of employee assignments to ensure that all employees have the adequate training and resources to perform those activities.
• Following policy and proper procedures during the employment lifecycle, from recruiting through termination.

Payroll Activities

• Approving hours worked for payroll using Native’s electronic timekeeping system by the second business day after the end of the pay period. This task includes ensuring that all employees have entered in and signed off on all hours worked and that payroll receives a copy of all signed timesheets in the event that the employee has not signed off on their time electronically.
• Cross training an alternate for timecard approval and ensuring that nothing delays the timely submission of payroll and timekeeping documents to Native’s payroll department.
• Submitting all new hires, annual open enrollment, update requests, and termination paperwork to Native’s corporate HR department on time.

Health & Safety Activities

• Ensure that all new hire and annual safety training takes place on schedule.
• Notify Native’s safety officer of any issues
• Report all injuries and accidents to Native’s safety officer and Native’s corporate HR department in compliance with Native’s accident reporting policy.
• Ensuring that only employees who have approved vehicle request forms and insurance coverage operate vehicles for business purposes.

ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Essential Functions

• Ability to perform each bullet point task in the position summary
• Communicate effectively in a positive, professional manner with coworkers, clients, and visitors
• Must carry a cell phone and respond to client 24 hours per day, 365 days per year

QUALIFICATIONS - EXPERIENCE, EDUCATION AND CERTIFICATION
Required:

• Must possess at least ten (10) years of recent experience (within the past 7 years) in maintaining federal facilities.
• Possess current trade certification in HVAC or Mechanical Systems
• This includes but is not limited to experience in accomplishing preventive maintenance management and repairs to the following types of systems with similarly rated capacities: Uninterruptible Power Supply (UPS) systems, water to water heat pumps, pump skids, computerized fire alarm systems, emergency generators, high voltage switchgear, computerized CMMS systems and computerized building automation systems.
• Must have verifiable knowledge of building mechanical, HVAC and electrical systems

Preferred:

• Possess at least one of the following: Project Management Professional certification, Certified Professional Contract Management certification, Facilities Management Certification, or a Certified Construction Manager certification.

Additional Qualifying Factors

As a condition of employment, may be required to pass a pre-employment drug screening, as well as have acceptable reference and background check results.

Security Clearance Requirements

• It is mandatory that all Contractor personnel working onsite at federal facilities meet federal government security clearance standards. The Contractor shall submit security clearance information, for each employee, as required by current government identification card application procedures and future requirements as applicable.
• All employees must be authorized as acceptable under by the contracting officer for the prime contract under which this employee is working.

Company DescriptionNative Energy & Technology, Inc. is Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, ethnicity, religion, gender, national origin, sexual orientation, disability, veteran status, or other legally protected status. Women, veterans, and minorities are encouraged to apply.Company DescriptionNative Energy & Technology, Inc. is Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, ethnicity, religion, gender, national origin, sexual orientation, disability, veteran status, or other legally protected status. Women, veterans, and minorities are encouraged to apply.

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