Contracted Services Administrator

Company: Stanford University
Location: Palo Alto
Posted on: September 18, 2024

Job Description:

Job Purpose:Provide administrative and operational support with limited supervision, emphasizing field support for quality assurance inspections. This role requires a significant onsite presence to perform field assessments and ensure the highest standards of our custodial, elevator, pest control, roof maintenance, dock levelers, roll-up and fire doors, and other facility-related service contracts. The position will involve inspecting buildings around the campus to address facility-related issues, including early morning start times for custodial inspections.Due to operational needs, the schedule for this position is 5 days per week on-site, Monday to Friday 7:00 a.m. - 3:30 p.m. or 6:00 a.m. - 2:30 p.m. This schedule will be required for an initial 6-month period, with the possibility of transitioning to a hybrid model thereafter.Core Duties*:

• This job is primarily onsite, performing Facility field assessments, quality assurance inspections, and addressing facility-related issues around the campus to ensure facilities contract compliance.
• Engage with University stakeholders and serve as a liaison between the contractor and community.
• Follow up on complaints or issues, check for completion and quality of work, and escalate safety issues for corrective action.
• Coordinate schedules, including arranging services with vendors, resolving calendaring conflicts, and communicating preventive maintenance operations
• Support vendors with onsite needs, SUNET ID's, access to FIMS and EAM including parking, building access & storage.
• Attend weekly meetings with multiple vendors to review current issues and determine follow-up action items.
• Utilize validation systems to verify contractor work, including dates, notifications, and photographic evidence.
• Document and follow up on elevator trouble calls, ensuring prompt resolution and communication.
• Maintain meticulous asset records, including elevator maintenance, and state and county inspections.
• Review, amend, deny, and approve invoices and requisitions as appropriate. Verify invoice details, including proper accounting cost.
• Support the service procurement process, including updating assets, soliciting current pricing, and COIs required for the procurement process.
• Coordinate with third-party inspections.
• Provide and communicate Process Improvement recommendations.
• Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
• *Other duties may also be assignedEducation & Experience:
  • Bachelor's degree with two years of experience in performing the above-listed duties or a combination of education and relevant experience.Knowledge, Skills, and Abilities:
    • Strong organizational skills and attention to detail.
    • Excellent communication and interpersonal skills.
    • Ability to manage multiple tasks and priorities effectively.
    • Experience partnering with internal customers, understanding business needs, and providing excellent procurement services.
    • Familiarization with Regulatory requirements applied to Service Contracts.
    • Demonstrated experience working with various service contract types.
    • Knowledge of contract management and vendor relations. Familiarity with preventive maintenance planning and scheduling.
    • Demonstrated ability to communicate well both orally and in writing.
    • Proficiency in Microsoft Excel and experience with financial systems (e.g., Oracle).
    • Utilize Smartsheet and Excel for operational needs.Certifications and Licenses:
      • NonePhysical Requirements:
        • Frequently perform desk-based computer tasks, use a telephone, sit and use light/fine grasping.
        • Occasionally stand, walk and write by hand, lift, carry, push, and pull objects weighing 10 pounds or less.
        • Rarely kneel, crawl, climb, twist, bend, stoop, squat, reach or work above shoulders, grasp forcefully and sort, file paperwork or parts.Working Conditions:
          • Requires 24 hours response availability seven days per week for emergency situations
          • Additional work hours on an as-needed basisWork Standards:
            • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
            • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
            • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu
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Keywords: Stanford University, Palo Alto , Contracted Services Administrator, Other , Palo Alto, California