Manager, Contract Management – Facilities Management
- Employment Type: Full time (35 hours per week)
- Duration: Contract until April 2025 (parental leave cover)
- Remuneration: Level 9 $143,007 - $151,744 (depending on experience) + 17% super + leave loading
- Location: Kensington
About UNSW:
UNSW isn’t like other places you’ve worked. Yes, we’re a large organisation with a diverse and talented community; a community doing extraordinary things. Together, we are driven to be thoughtful, practical, and purposeful in all we do. Taking this combined approach is what makes our work matter. It’s the reason we’re one of the top 20 universities in the world and a member of Australia’s prestigious Group of Eight. If you want a career where you can thrive, be challenged and do meaningful work, you’re in the right place.
Why Your Role Matters:
Facilities Management is a business unit within Estate Management, consisting of 5 teams Building Maintenance, Building Management, General Services, Utilities Management and Contract Management. The teams are responsible for managing the UNSW portfolio of 150 buildings, at 7 locations across Sydney, in aspects of Facilities Management services, including building maintenance, external environments and campus infrastructure, to meet operational requirements. A campus of this size and complexity requires ongoing maintenance and services activities, management of the daily operational requirements, as well as scheduled upgrades and repairs, managed by a team of Facilities Management professionals. who work closely with Faculties, Schools and Divisions to ensure that the built assets are effectively and efficiently managed, maintained and fit for purpose for their requirements.
The Manager, Contract Management must ensure that the Facilities Management Team adheres to the University's governance and procurement policies when engaging contractors and consultants for services related to the University's Built and Natural environments.
The role of Manager, Contract Management reports into Director, Facilities Management and has one direct report.
Day to Day Responsibilities:
- Provides guidance and support to the Facilities Management team throughout the contractor engagement process, from sourcing to contract management, ensuring consistent adherence to the university's procurement policies and governance until contract completion.
- Manage and maintain an effective contract management system to ensure proper documentation of contracts, including variations and other contractual obligations. This includes tracking important dates and deadlines such as renewal dates and performance reviews, including CPI adjustments.
- Provide updates on active contracts in Facilities Management and current procurement activities, and work with the team to plan and forecast procurement activities for 2025.
- Acting as a liaison between the Facilities Management team and UNSW Procurement and UNSW Legal teams regarding sourcing and contract-related activities and updates.
- Collaborate with the Facilities Management team to ensure access to contract administration guidelines, policies, procedures, and procurement guidelines. Regularly review and update contract administration templates as needed.
- Collaborate with Facilities Management subject matter experts (contract owners) to develop the scope of work and accompanying tender documents, ensuring alignment of key performance indicators (KPIs) and service level agreements (SLAs) with service requirements and contract specifications. Coordinate the tender process as the primary liaison from the Facilities Management Team, working closely with UNSW procurement and UNSW Legal.
- Conduct audits to ensure Facilities Management Team compliance with statutory records management and reporting obligations in accordance with legislative requirements.
- Monitor critical financial aspects of contracts and their budgets from contract initiation through any changes/ variations, ensuring adherence to guidelines and necessary approvals from financial delegates for financial commitments. This includes preparing all necessary documentation for approvals and conducting regular audits of purchase orders to ensure compliance.
- Collaborate with the Facilities Management team to closely monitor contractor performance to ensure compliance with contract conditions, KPI’s and financial obligations. Record all contractual requirements and enforce contractor accountability.
- Proactively monitor areas of contract risk within Facilities Management and implement appropriate measures to minimise or eliminate any adverse impacts.
- Mentor and support the direct reports and offer guidance to enhance their skills and capabilities. Perform due diligence checks and audits to ensure accurate contract record-keeping.
- Contribute strategically as a key member of the Facilities Management Senior Leadership Team, and assist in the development of business cases, and business improvement.
Who You Are:
- Relevant tertiary qualifications with a minimum 5 years applied experience in contract and financial management in facilities or construction contract management or an equivalent level of knowledge gained through any other combination of education, training and/or experience.
- Excellent leadership qualities, staff management, interpersonal and communication skills with strong commitment to providing excellent customer service.
- Extensive experience in contract and contractor management, contractual performance tracking, and procurement.
- Experience with preparation of tender documentation, tender evaluation, services contracts, performance monitoring and KPIs in the property industry.
- Extensive experience in risk assessment, risk analysis, management and mitigation.
- Excellent consultation, influencing and negotiation skills and proven ability to engage effectively with diverse stakeholders to achieve successful outcomes.
- Demonstrated strong analytical and problem-solving skills and proven capacity to exercise initiative, flexibility and to be proactive in development of robust solutions to problems.
- Demonstrated success working effectively and collaboratively on initiatives with a range of people at different levels within an organisation.
- Proficiency in MS Office, Excel and relevant computer applications applicable to a facilities and project management environment.
Further details can be found in a copy of the Position Description linked below or via https://www.jobs.unsw.edu.au/
Benefits and Culture:
People are at the core of everything we do. We recognise it is the contributions of our staff who make UNSW one of the best universities in Australia and the world.
Our benefits include:
- Flexible Working Options.
- Career development opportunities
- 17% Superannuation contributions and additional leave loading payments
- Additional 3 days of leave over Christmas period
- Discounts and entitlements (retail, education, fitness)
For further details on the benefits, please visit https://www.jobs.unsw.edu.au/lifestyle-benefits
To Apply: If this is of interest to you, please submit your application online: CV, Cover Letter and responses to the Skills and Experience outlined in the position description.
Sponsorship is not available for this role, full Australian working rights are required on application.
Contact: Amy Denney -Talent Acquisition Coordinator a.denney@unsw.edu.au
Please apply directly through the website, applications sent to the contact above will not be accepted.
Applications close: 11.55pm, 16th July 2024
UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.
The University reserves the right not to proceed with any appointment.
