Manager, Maintenance Contracts & Administration

Job Summary:

The Manager, Maintenance Contracts and Administration is responsible for the administration and management of maintenance service and supply contracts supporting MTA Bridges & Tunnels' nine facilities. The position manages contract activities, budgets, project coordination, and compliance with contract requirements, with a focus on fire, life safety, and essential maintenance services.

Under the direction of the Senior Manager of Maintenance Contracts, the Manager administers assigned contracts from inception through closeout, including developing technical specifications and scopes of work, preparing cost estimates, monitoring contractor performance, reviewing invoices, tracking contract expenditures, and addressing contract-related issues.

The Manager, Maintenance Contracts and Administration supports bidding and procurement activities and coordinates with Procurement, the MTA Business Service Center, Engineering, Finance, Legal, and Maintenance on contract solicitation, administration, renewal, and closeout activities. The position also works with contractors and internal stakeholders to resolve service issues and maintain continuity of essential maintenance services.

The Manager, Maintenance Contracts and Administration monitors contract status, funding, expiration dates, renewals, and other key milestones to support timely contract actions and prevent service interruptions. The position also provides 24-hour emergency support for contracted maintenance services and coordinates responses with contractors and appropriate internal stakeholders.

Responsibilities:

Contract Administration and Project Manager Coordination:

Assist the Senior Manager in the administration and management of B&T service and commodity contracts.
Review Project Manager payment requests and supporting documentation for accuracy and compliance with Authority requirements and established procedures.
Provide functional guidance and direction to Project Managers responsible for approximately 45 contracts.
Review contract administration activities and provide guidance to Project Managers and Budget Analysts regarding contract requirements, performance, documentation, and financial matters
Monitor contract activities and status to identify issues requiring follow-up, escalation, or corrective action.
Technical Specifications and Facility Coordination

Develop and coordinate technical specifications, scopes of work, and related contract documentation for maintenance services, including fire/life safety, electrical, HVAC, fire alarm, elevator, generator, PLC, and plumbing systems.
Coordinate with Facility Management, Maintenance, and Engineering staff to assess maintenance needs, define service requirements, and develop appropriate scopes of work.
Review existing contract requirements and facility needs to identify changes, deficiencies, or additional services required to support ongoing operations.
Contractor Oversight and Closeout Activities

Monitor contractor performance through field inspections, progress meetings, service reviews, and other contract administration activities.
Identify and address contractor deficiencies and coordinate resolution of performance or service issues.
Provide contract-related support for modifications, change orders, and adjustments to scopes of work.
Coordinate completion of contract closeout activities, including required documentation and final contract actions.
Provide 24-hour emergency support for contractor or equipment issues and coordinate timely responses with contractors and appropriate internal stakeholders.
Budget Monitoring and Invoice Administration

Monitor contract budgets, expenditures, and encumbrances to ensure activities remain within authorized funding.
Identify budget variances and coordinate appropriate corrective action with Project Managers, Budget Analysts, and other stakeholders.
Review contractor invoices for accuracy, completeness, and compliance with contract requirements and coordinate timely payment with the MTA Business Service Center.
Review and process appropriate deductions, credits, and liquidated damages, when applicable, in accordance with contract terms and Authority requirements.
Performs other duties as assigned
Complies with all policies and standards
May be required to work hours outside regular work hours, as applicable
Observes the work performed by contractors, as applicable
Reviews invoices and approves them if the work has contractual standards, as applicable
Addresses performance issues with the contractor when possible, as applicable
Escalates issues to other parties when needed, as applicable

Qualifications

Bachelor’s degree in arts/sciences (BA/BS) from an accredited institution in Business Administration, Public Administration, Engineering, Construction Management, Project Management, Facilities Management, or a related field. An equivalent combination of education and experience may be considered.
Minimum 6 years of professional work experience in administering maintenance, service, construction, or commodity contracts, facilities management, project coordination, procurement, or related work.
Minimum 2 years in management or supervisory role in a large, multi-faceted organization, including assigning work, reviewing performance, and coaching staff
Proficiency in Microsoft Office Suite, including Microsoft Excel.
Knowledge of public-sector service and commodity contracts and the rules, regulations, policies, and procedures governing their administration.
Ability to review contract requirements, contractor performance, invoices, and supporting documentation and identify issues requiring corrective action.
Strong written, verbal, communication, coordination, and interpersonal skills, including the ability to work effectively with internal departments, contractors, vendors, and external stakeholders.
Ability to manage and track multiple active and upcoming contracts, including key milestones, funding, renewals, expirations, and closeout activities.
Knowledge of the principles, ethical standards, and requirements applicable to public-sector contracting, including MBE/WBE requirements.
Ability to interpret technical specifications, scopes of work, and contract documents related to maintenance services.
Ability to respond to emergencies and be available on call 24/7 and respond to MTA Bridges and Tunnels facilities as operational needs require.
Unrestricted driver's license in New York State
Knowledge of MTA procurement processes for services and goods, including solicitation, contract award, renewal, modification, and closeout activities is preferred