Contracts Manager

At the MBTA we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe reliable and accessible transportation. MBTAs core values are built around safety service equity sustainability culture and accessibility and each employee that works for the MBTA performs their roles based on our vision mission and includes attendance participation and contribution in local safety committee meetings as needed.

The Contracts Manager will support the Stations Facilities and Structures Divisions management of outsourced services and operations such as contracted third-party providers of cleaning snow removal maintenance of fire protection systems and engineering services. Reporting to the Deputy Director of Contracted Services within the Stations Facilities and Structures Division this position will coordinate with key stakeholders to develop scopes of work draft RFPs obtain services manage vendor relationships perform field audits and measure contract performance.

This position will actively manage third-party service providers/contracts critical to the safety maintenance and operations of the MBTAs stations facilities and structures. As a contract administrator the Contracts Manager will support administrative and operational efforts to optimize vendor performance ensure contract adherence and increase fiscal controls to enhance overall outcomes.

• Support day-to-day oversight of third-party service contracts and enforce adherence to all terms and conditions.
• Contribute to the development of workflows standard operating procedures (SOPs) and other tools designed to support service contract performance management.
• Maintain a continuous process of review feedback and actions to improve service delivery and manage costs effectively.
• Evaluate service contracts to ensure deliverables are achieved and contract milestones are met.
• Track and oversee key performance indicator (KPI) and service level agreement (SLA) reporting.
• Conduct field audits and inspections to ensure contract compliance and performance.
• Identify communicate and address non-compliance with contractual terms and conditions.
• Issue notifications of non-compliance and default of contract terms.
• Onboard vendors effectively and facilitate standing meetings between MBTA and the vendor.
• Coordinate with departmental stakeholders on potential areas of contracting as well as the development of RFPs including scopes of work (SOWs) for prospective contracts.
• Collaborate with departmental stakeholders and the Procurement Department to proactively plan procurement and contract activities including requisitions contract documentation execution of options and contract amendments.
• Enter procurement requisitions within Knack and FMIS.
• Foster strong productive working relationships with internal and externalstakeholders.
• Identify areas for cost savings and reduction in vendor spend.
• Monitor vendor spending patternsand confirm that invoiced costs align with the agreed SOW and pricing table.
• Process invoices for payment after reviewing all invoices and associated information carefully for accuracy and confirmation of completed work/deliverables.
• Monitor outstanding invoices and resolve any issues in order to ensure timely and accurate payment and adherence to the payment terms stated in the contract.
• Maintain appropriate and organized records of contracts performance invoices and other documents.
• Drive a company or personal vehicle to visit work sites as needed.
• Perform all other duties and projects that may be assigned.

• Bachelors degree from an accredited college or university in a related field.
• Five (5) years of experience in contract/vendor management.
• One (1) year of prior project management or leadership experience.
• Demonstrated proficiency in the Microsoft Office suite with emphasis on Excel and PowerPoint.
• Effective organizational time management interpersonal and multi-tasking skills.
• Strong analytical skills and ability to identify and communicate key insights.
• Excellent communication (oral and written) and presentation skills with the ability to influence people at all levels of the organization both vertically and horizontally.
• Ability to supervise and work effectively with a diverse workforce.
• Excellent stakeholder management and conflict resolution skills.
• Commitment to MBTAs diversity and inclusion goals.
• Possession of a valid drivers license without infractions in accordance with MBTA policy.

• None

• Bachelors degree from an accredited college or university in engineering.
• Two (2) years of experience in contract/vendor management within a relevant technical field (engineering construction transportation etc.).
• Demonstrative proficiency with data visualization tools such as Tableau.
• Experience in a public sector environment.
• Experience in transportation facilities management construction or a related industry.

• A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelors degree requirement.
• An associate degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the bachelors degree requirement.
• A masters degree in a related subject substitutes 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.

Job Conditions:

• Ability to effectively read comprehend communicate and respond to instructions orders signs notices inquiries English.
• Be at least eighteen (18) years of age except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston MA metro area as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively independently and as part of a diverseworkforce team (or supervise if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules regulations collective bargaining agreements (if applicable) and policies of the MBTA including the EEO anti-discrimination anti-harassment and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate) including overall employment job performance discipline and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check comprehensive background screening and / or medical Clinic screening potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned directed or necessary for this position including (for some transit / operations roles) up to twenty-four (24) hours per day seven (7) days per week as necessary to accommodate severe weather conditions emergencies or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally interns / co-ops must have valid work authorization and U.S. Social Security Numberprior to starting pre-employment screenings / pre-boarding working in their positions and throughout the duration of their program.

Disclaimers and Definitions:

1. General Disclaimer: The statements contained in this job description are intended to describe a summary general nature and complexity of typical job functions and do not represent an exhaustive list of all duties tasks and responsibilities required of staff assigned to this position.
2. Application Completion: It is each applicants responsibility to ensure application details are entered completely and correctly including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines:Applicants should apply as soon as possible as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. Work Environment:The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
5. Work Eligibility:All employees must be legally authorized to work in the United States and on an unrestricted MBTA does not have an employer work sponsorship program. However if you have unrestricted work authorization or are sponsored by a separate entity you are welcome to all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. Interviews:Candidates should ensure they arrive on time are prepared can remain for the duration and if remote are in a quiet place without distraction for the interview. Candidates who do not attend their interview without advance authorization including an email confirmation of a rescheduled time/date from Human Resources will be considered a no-show and disqualified from consideration for the position. Related to rescheduling on a one-time basis and due to something emergent you may be allowed to reschedule the addition Human Resources may require documentation supporting the request. However should you need to reschedule you will need to contact your Recruiter directly by email.
7. Safety Sensitive Positions:Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
8. On-call or 24/7 Positions:Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.
9. Essential / Emergency Staff:During declared states of emergency employees working in this classification are required to report to work for their assigned work hours or as directed by management.
10. ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process please contact the MBTAs ADA Unit at or .
11. Diversity Equity and Inclusion:The MBTA is an Equal Employment Opportunity Employer. For terms descriptions and definitions related to diversity equity inclusion veteran status and immediate family members that you may find on the application form please visit / Co-Op Benefits: Employees taking part in an internship orco-opat the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass based on the city from which the intern / co-opcommutes to workat no cost. However no additional benefits are currently offered for interns orco-ops.