Project Employee, Facilities Business Operations Manager

WORK OPTION:  The NBA currently provides eligible employees the option of working remotely one day per week.

This is a temporary position with an expected duration not to exceed (10) months.

Position Summary:
We are looking for an experienced candidate to oversee and manage the procurement of services and contracts coordination, with a focus on Facilities Operations and special projects. This role will manage the coordination of all contract activities for the Facilities department, including pricing negotiations, metrics development, document control, and service agreement execution. You will work closely with department leadership, internal cross-functional stakeholders, and external service providers, establishing an improved workflow process to ensure department services can be delivered successfully.  This requires a strong understanding of sourcing services, procurement, legal/corporate compliance, cost management, metrics, and document control. The ideal candidate will have experience working on contracts and sourcing activities for facilities services, construction, or other site operations disciplines. You have pride in being an effective communicator, solutioning on process improvement. You will play a vital role in driving more efficient, effective, and innovative outcomes across operations with defined performance metrics. You will be responsible for delivering industry best practices with a thoughtful change management approach and perspective.

Major Responsibilities:

• Work directly with Facilities department leadership, Legal, Procurement, Finance and Risk departments to support Request for Proposals (RFP) initiatives, review and execute agreements, track and manage outcomes to ensure services are not interrupted.
• Ensure all facilities and services comply with relevant regulations, standards, and organizational policies. Evaluate the risk of services to prioritize contracts and mitigate risks.
• Audit service agreements, including performance metrics, statements of work (SOW), and contract terms to identify and resolve gaps, develop workflow processes to manage facilities services contracts, ensuring compliance with NBA policies, terms, and conditions.
• Manage the coordination of contract activities, including tracking deadlines, ensuring documentation is complete, and facilitating communication between parties.
• Establish and maintain strong relationships with service providers, ensuring high-quality service delivery and addressing any issues or disputes.
• Develop and monitor key performance indicators (KPIs) and service level agreements (SLAs) to evaluate the performance of facilities services providers.
• Support facilities department budget initiatives and planning, negotiate pricing, and identify opportunities for savings on services. Lead negotiations with vendors and service providers to secure favorable terms and conditions where applicable. 
• Prepare regular reports on facilities services performance, contract status, and budget utilization. Implement and maintain a document control system using DocuSign software and other contract tracking and monitoring tools.
• Identify and implement process improvements to enhance the efficiency and effectiveness of facilities services, including developing and improving department contract processes.
• Manage and support contracts for special projects, including design and construction, ensuring all contractual obligations are met and projects are completed successfully.
• Prepare regular reports on vendor performance, contract status, and budget utilization. Maintain comprehensive documentation of all contracts and related activities.

Required Education/Professional Experience:

• Bachelor's degree in business administration, Real Estate, Facilities Management, or related field, preferred 
• Certified Facilities Manager (CFM), or similar certification is a plus
• Minimum 3 years’ experience in contracts management 

Required Skills/Knowledge Attributes:

• Excellent communicator with ability to clearly outline the purpose and benefits of change, listen to feedback, and collaborate with different teams; the role requires stakeholder engagement across all levels, including senior leadership 
• Strong knowledge of procurement processes and vendor management. Experience with developing KPIs and SLAs.
• Ability to implement and manage document control systems and contract tracking tools.
• Experience in coordination with all operations sourcing/procurement/contracting stakeholders, including third party vendors, Facilities, Real Estate, Finance, Legal, Risk, IT Cyber Security, Security, and IT.
   

Salary Range: $95,000 - $105,000

Job Posting Title: Project

We Consider Applicants For All Positions On The Basis Of Merit, Qualifications And Business Needs, And Without Regard To Race, Color, National Origin, Religion, Sex, Gender Identity, Age, Disability, Alienage Or Citizenship Status, Ancestry, Marital Status, Creed, Genetic Predisposition Or Carrier Status, Sexual Orientation, Veteran Status, Familial Status, Status As A Victim Of Domestic Violence Or Any Other Status Or Characteristic Protected By Applicable Federal, State, Or Local Law.

The NBA is committed to providing a safe and healthy workplace.  To safeguard our employees and their families, our visitors, and the broader community from COVID-19, and in consideration of recommendations from health authorities and the NBA’s own advisors, any individual working onsite in our New York and New Jersey offices must be fully vaccinated against COVID-19. The NBA will discuss accommodations for individuals who cannot be vaccinated due to a medical reason or sincerely held religious belief, practice, or observance.