Assistant Director Commercial Management

Summary

The Assistant Director, Commercial (Consultant Payments) is responsible for overseeing the end-to-end review and processing of consultant task order invoices within MTA Construction & Development (MTA C&D) Finance Operations, Business Unit. The role ensures timely, accurate, and compliant payment to vendors in accordance with contract terms and applicable Prompt Payment regulations. This position supports critical functions within the Capital and Operating programs by upholding internal controls, streamlining procedures, and facilitating effective coordination with vendors, internal departments, and payment processing entities.

The Assistant Director has defined authority over staff and operational processes within the Consultant Payments Group and provides recommendations to departmental and senior leadership on improving invoice workflows, vendor engagement, and system enhancements.

The Assistant Director has some authority for decision-making, staffing, and budget for their functional area of responsibility, subject to approval regarding the most significant business and policy issues by departmental management and/or Senior Management.

Decision-making authority over their functional area of responsibility is within well-defined, diversified procedures and precedents.

Responsibilities

Responsibilities will vary by assignment.

The Assistant Director manages daily operations for consultant invoice review across Capital and Operating programs.

The Assistant Director manages daily operations for consultant invoice review across Capital and Operating programs.

Supervises a team of payment analysts and coordinates workload distribution to ensure invoices are reviewed within established weekly turnaround timeframes.

Ensures invoice submissions adhere to PMP 208 and future procedural revisions, including vendor compliance with supporting documentation (e.g., Prime, Subconsultant, and Per Diem details).

Recommends and implements policy/process improvements to address increased invoice volumes and operational changes (e.g., proposed task order-based invoices).

Monitors contract terms and funding compliance and collaborates with NYCT Capital Payments Department (CPD) and the Business Service Center (BSC) for timely disbursements.

Supports consultant relations by addressing invoice rejections, resolving submission issues, and providing vendor guidance.

Tracks and reports key metrics such as invoice aging, average task orders per invoice, rejection rates, and process turnaround.

Prepares internal reports and briefings for executive leadership regarding payment trends, staffing needs, and procedural risk.

Coordinates with Legal, Procurement, Finance, and Program Directors to align payment operations with contract modifications and task order execution.

The Assistant Director provides high-level analysis, makes recommendations for policy and procedural changes with final approval from departmental management and/or Senior Management, and supports the implementation of such changes.

Provides input into overall strategy and approach in consultation with departmental management and/or C&D Operations, Contracts and Delivery Senior Management.

Collaborate with Program Director(s), other MTA C&D Commercial Manager(s), Project Management, and MTA C&D Counsel to prepare for and navigate risk review/mitigation processes and implement effective commercial/change management best practices.

Guide and assist the PCEOs and Project Manager in managing all procurement phase design scope/budget and potential changes.

Review all contract documents to minimize conflicts and ambiguity.

Education and Experience

Bachelor’s degree in Finance, Economics, Construction or Project Management, Business Administration, Quantity Surveying, Engineering, Architecture, Transportation, or related field.

Must have a minimum of eight (8) years of related experience

Must have a minimum of four (4) years in a management or supervisory role and/or project/commercial manager role in a large, multi-faceted organization.

Competences:

Familiarity with consultant task order invoicing, contract compliance, and PeopleSoft or similar ERP systems preferred.

Experience in project management of projects or project controls with highly complex systems preferred.

Proven ability to collaborate with a broad range of stakeholders and drive outcomes.

Excellent communication and interpersonal skills.

Demonstrated ability to work in a high-profile, high-pressure environment effectively.

Must have focus and the ability to deliver results, organizational effectiveness, and continuous improvement.

Must be a proven leader as a change agent and creative/innovative thinker with the ability to align business goals with solutions to drive process improvements.

Must possess excellent team building, listening, problem-solving, and prioritization skills.

Must have strong computer skills, including Microsoft Windows, Word, and Excel