The Maintenance Contracts Administrator/Scheduler manages maintenance service contracts, reviews contract invoices, and schedules preventative and corrective maintenance services related to the contracts.
Essential Functions
- Prepares, reviews and administers maintenance contracts for generator services, fire alarm services, sprinkler services, crane/hoist services, truck scale services, power outage services, underground locator, high voltage electrical services, thermograph and others
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Schedules preventive and corrective maintenance work per the contracts
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Obtains project proposals and makes award recommendations
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Evaluates written reports prepared by contractors and provides recommendations on the report’s compliance with applicable requirements
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Monitors contractor performance
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Observes the execution of contract requirements for timelines and completeness
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Reviews, adjusts and approves contractor’s invoices
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Resolves payment disputes and problems
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Maintains accurate up-to-date records of payments and contractor’s correspondence
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Prepares purchase requisitions and master releases
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Prepares, reviews and makes changes to contracts prior to bid
Other Functions
- Verifies contractor’s references prior to award of contract
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Monitors budget expenditures
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Prepares special reports and assists with special projects
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Performs other related duties as required
Work Environment And Physical Demands
Work is performed in a business casual office environment
Required Knowledge, Skills, And Abilities
- Working knowledge of contract practices, processing invoices, scheduling planned and reactive vendor maintenance
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Ability to create and maintain audible contract documents
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Ability to communicate well in both verbal and written form
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Ability to establish and maintain effective working relationships with employees, contractors, and the general public
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Proficient in Microsoft Word and Excel; proficient in MS Access
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Ability to make decisions and work with minimal supervision
Minimum Education, Experience Requirements
- High School diploma (or equivalent)
- 4+ years administrative support experience that includes managing contract requirements and compliance