Contract Services Coordinator

Summary

The University of Southern California's Department of Facilities Planning & Management provides facilities construction, operations, and maintenance services. The Contract Services Coordinator plans and coordinates service contracts, reviews agreements and service quality for compliance, and administers, extends, negotiates, and terminates standard contracts. The role also prepares and routes contract documents, maintains contract records and databases, communicates with stakeholders, and generates reports.

Responsibilities

• Prepares contract documents, amendments, and other documents related to specific projects or services for the department. Inspects work quality and reviews agreements to ensure contracted services are provided in accordance with contract requirements
• Routes documents for internal approval and external signature. Ensures routing approvals and executed documents are uploaded to the department’s project management information system and properly distributed. Reviews contract request documentation for completeness. Reviews certificates of insurance to verify compliance with contract requirements
• Communicates with project managers, consultants, architects, and contractors to obtain necessary information to create contract documents. Assists new vendors with procurement process requirements. Liaises with customers to discuss and address service issues. Identifies possible impacts or outcomes and presents recommendations
• Maintains contract logs and tracks master agreement expiration dates. Issues amendments to extend contract documents. Develops and maintains an internal database system to monitor and track contract services activity and information. Maintains statistical information regarding contract services and generates reports, as needed
• Promotes an environment that fosters inclusive relationships and creates unbiased opportunities for contributions through ideas, words, and actions that uphold the principles of the USC Code of Ethics

Skills

• 5 years of combined experience/education as a substitute for minimum work experience
• Ability to comprehend contract language
• Experience in facilities maintenance and contract administration
• Demonstrated skill and ability to draft requests for proposals and contractual agreements from standard, existing university contracts
• Customer service experience
• Proficiency with relevant scanning/imaging applications (e.g., Adobe Acrobat Pro)
• Excellent written and oral communication skills
• Minimum Education: Associate's degree
• Addtional Education Requirements Combined experience/education as substitute for minimum education
• Minimum Experience: 3 years
• Addtional Experience Requirements Combined experience/education as substitute for minimum work experience
• Minimum Skills: Ability to comprehend contract language. Facilities maintenance and contract administration. Demonstrated skill and ability to draft requests for proposals and contractual agreements from standard, existing university contracts. Customer service experience. Proficiency with relevant scanning/imaging applications (e.g., Adobe Acrobat Pro). Excellent written and oral communication skills
• Bachelor's degree
• 6 years of combined experience/education as a substitute for minimum work experience
• Comprehensive understanding of current laws and regulations covering contractual agreements
• Experience coordinating contracts in university environments
• Proficient MS office word and excel
• Proficient project management system databases
• Preferred Experience: 5 years
• Preferred Skills: Comprehensive understanding of current laws and regulations covering contractual agreements. Experience coordinating contracts in university environments

Qualifications

Must Haves

• 5 years of combined experience/education as a substitute for minimum work experience
• Ability to comprehend contract language
• Experience in facilities maintenance and contract administration
• Demonstrated skill and ability to draft requests for proposals and contractual agreements from standard, existing university contracts
• Customer service experience
• Proficiency with relevant scanning/imaging applications (e.g., Adobe Acrobat Pro)
• Excellent written and oral communication skills
• Minimum Education: Associate's degree
• Addtional Education Requirements Combined experience/education as substitute for minimum education
• Minimum Experience: 3 years
• Addtional Experience Requirements Combined experience/education as substitute for minimum work experience
• Minimum Skills: Ability to comprehend contract language. Facilities maintenance and contract administration. Demonstrated skill and ability to draft requests for proposals and contractual agreements from standard, existing university contracts. Customer service experience. Proficiency with relevant scanning/imaging applications (e.g., Adobe Acrobat Pro). Excellent written and oral communication skills

Nice to Haves

• Bachelor's degree
• 6 years of combined experience/education as a substitute for minimum work experience
• Comprehensive understanding of current laws and regulations covering contractual agreements
• Experience coordinating contracts in university environments
• Proficient MS office word and excel
• Proficient project management system databases
• Preferred Experience: 5 years
• Preferred Skills: Comprehensive understanding of current laws and regulations covering contractual agreements. Experience coordinating contracts in university environments

Benefits

• Fully Remote