Associate Contract Manager

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Supply Management, Level A

Job Title

Associate Contract Manager

Department

Leadership | Municipal Services | Building Operations | Municipal Services I Contract Management

Compensation Range

$5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

May 5, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

JOB SUMMARY

The Associate Contract Manager is responsible for overall external and internal contract service management and metrics under the Municipal Services group across the Facilities team. The Associate Contract Manager is responsible for developing scope and participating in the end-end RFx process from outlining the objectives, deliverables and parameters of services to interpret requests, conduct research, develop documentation and validate the scope with relevant stakeholders. The Associate Contract Manager will play a key role in ensuring that all aspects of contract administration are effectively managed and that Key Performance Indicators (KPI’s) are met.

ORGANIZATIONAL STATUS

Reports to the Contract Manager within the Municipal Services group, Facilities. Collaboratively works with Facilities Senior Managers, Directors, operational staff and supervisors across a multi-dimensional team. (e.g., Facilities, Financial Operations, external suppliers and UBC Academic departments)

WORK PERFORMED- Develops scope for external service contracts and internal service level agreements in collaboration with clients or end users.- Participates, documents and monitors the RFx end-end process to ensure optimal contract kick-off.- Maintains the contract repository and documents in line with best practice to support efficient data retrieval and decision making- Develops and manages Maintenance Service Level Agreements (SLAs)-to ensure internal Service Contracts are offered with appropriate, competitive terms and conditions.The ACM will support the business case development, costing analysis, and contract formulation to ensure that the requirements of our internal clients are met and the costing is properly synchronized with either external service contract pricing or Facilities resource costs.- Builds and maintains vendor and client relations.- Provides contract management expertise in support of complex contracts to the Contract Manager.

Contract Coordination:
- Develops and maintains system documentation, policies and guidelines- Ensures contract compliance with timelines and expiration records.- Resolves problems with end users and suppliers, communicating ongoing issues to the Contract Manager- Leads the preparation of contract renewal documents and amendments for assigned files/contracts- Prepares and maintains accurate records and documentation on all contracts, correspondence and related follow up, including but not limited to price increases, change orders, performance for on-going management- Ensure all contract documents and related correspondence are properly stored and accessible.

Financial Tracking:
- Prepares analysis reports for external service suppliers, highlighting key performance indicators of contracts, price forecasting of services and provides the information to Contract Manager to monitor risks, costs and performance.- Develops supplier key performance indicator reports for quarterly business meetings.- Review financial aspects of contracts, including payment schedules, invoices, and compliance with financial terms.- Collaborate with the finance team to ensure all contract-related financials are on track.- Follow up with suppliers and internal departments to ensure timely payments and compliance with financial obligations.

Administration:
- Ensures all contract management activities are in compliance with regulations, laws and best practices in accordance with University’s standard practices.- Supports the Contract Manager in maintaining supplier relationship management for each contract/supplier by proactively following up on outstanding tasks and action items from supplier meetings.- Provide regular updates and reports to the Contract Manager on contract status, meeting outc