Facilities and Purchasing Manager
Company: Metropolitan Washington Council of Governments
Location: Washington
Posted on: October 18, 2024
Job Description:
The Facilities and Purchasing Manager leads and supports the
organization's facilities and contracts and purchasing operations.
This position is both supervisory and "hands-on", leading a team of
facilities and procurement staff, with responsibility for providing
excellent service relating to building needs and procurement
program support that ensures timely, accurate, compliant, and
dependable processes for contract development and administrative
management, from solicitation development through contract
close-out, including contracts that frequently require special
handling provisions or other specialized terms and conditions.
Responsible for the formulation of office facilities and building
operation policies. Ensure industry best practices for office and
facility management are met.Job ID/Number: OFA-022024Posted Date:
2/13/2024Job Location: Washington, DCPosition Type:
Full-timeDivision: Office of Finance and AccountingDescription: The
Facilities and Purchasing Manager is responsible for ensuring that
purchasing policies, procedures, methods, operating practices, and
functional performance standards are met to satisfy program needs.
He/she also ensures that federal and other regulatory requirements
are met, and initiates and coordinates resolution of issues or
disputes. This position reports to the Chief Financial Officer, and
works closely with the organization's general counsel, senior
management, project managers, contractors, vendors, and accounting
staff.This position also has oversight and responsibility for
helping to ensure organization-wide compliance with COG's
procurement policy, OMB regulations, and other policies and
requirements related to contracts and purchasing.Examples of
specific tasks include, but are not limited to, the
following:Facilities Operations
- Oversee the operation of COG's office space and meeting room
space. Ensure that COG's office presents a professional image to
staff and guests.
- Directly supervise one facility employee (who oversees the
other two facility employees).
- Ensure that the facility staff:
- Processes requests from all COG staff relating to building
operations.
- Manages the scheduling of meeting rooms.
- Coordinates needs and requests for maintenance contractor
operations.
- Represent COG's ownership and tenant interest on building
operations committee.
- Develop facility policies to include office operations, office
security, and continuity of operations.
- Engage building management to address needs of COG's office
space.
- Interpret building plans and policies and determine impact to
COG operations.Contracts and Purchasing Operations
- Work with program managers and general counsel to prepare
solicitations, ensuring proper preparation of documents, evaluation
criteria, scope of work, and other terms and conditions.
- Ensure appropriate advertising or notice to interested
parties.
- Receive bids and proposals, conduct pre-proposal conference (if
required), apply evaluation criteria to select a vendor, negotiate
with vendors, notify vendors of selection, prepare the
contracts.
- Host and lead technical selection committees.
- Negotiate vendor contracts and other agreements.
- Review/finalize contractual documents and other
agreements.
- Resolve issues and provide solutions to meet customer
needs.
- Ensure adequate and appropriate contract administration,
modification, and close-out.
- Manage Vendor Registration System (VRS) and electronic bid
board.
- Ensure that procurement records are properly maintained.
- Oversee the cooperative purchasing program.
- Performs other duties as assigned.Controls and Procedures
- Establish effective purchasing controls to ensure all required
standards are met and ensure the integrity of information.
- Design, develop and maintain procedures and processes that
improve efficiency and customer service.
- Manage the automated purchase order and contracts management
systems.
- Design, prepare and distribute reports to assist program
managers with contract management, modification, and renewal.
- Train program and support service staff on COG's procurement
policy and relevant government procurement laws and
regulations.
- Work with cross-functional teams such as Billing, Accounting,
and IT to improve processes and develop solutions.
- Serve as primary liaison with COG's insurance broker, and
coordinate the annual review, renewal, and audits of COG's
insurance policies, including auto, commercial, liability,
directors and officers, and workers compensation.
- Develop, update, and enforce policies on use of COG
vehicles.
- Coordinate requests for Certificates of Insurance and
Performance Bonds.Disadvantaged Business Enterprise (DBE)
Compliance
- Ensure DBE compliance, including policy updates, vendor
verification, and DBE scoring on proposals.
- Update COG's DBE policy and goals on a triennial basis.
- Ensure that required information is captured and prepare
periodic reports for federal and/or state agencies.Supervisory
Responsibilities
- Coach, mentor, and ensure adequate training for facilities and
procurement staff.
- Assign tasks and delegate responsibilities.
- Prepare and present written performance evaluations.
- Conduct recruitment to fill vacant positions.Required Education
and Work Experience
- Bachelor's Degree, with at least twenty-four (24) semester
hours in accounting, business, finance, law, contracts, economics,
or similar and relevant business courses; or bachelor's degree and
current professional certification as CPO, CPCM, CFCM, CPPB, or
CPPO; and
- Six (6) years of senior contracts administration/management
experience, to include at least three years of supervisory
experience, and the following responsibilities:
- End-to-end management of contract and procurement activities,
from solicitation development through close-out.
- Analysis and application of procurement policies, contracting
laws, and federal or other regulatory requirements.
- Working collaboratively and regularly with program managers and
other internal and external clients and customers, and with general
counsel.
- Leading technical selection committees.
- Understanding risk management processes.Preferred experience
and qualifications
- Public-sector procurement or contracting.
- DBE/MBE requirements and reporting.
- Application of 2 CFR 200 or FAR.
- Applicable professional certification such as CPO, CPCM, CFCM,
CPPB, or CPPO.The ideal candidate will also have the following
experience and skills:Communication Skills
- Ability to effectively communicate, and to develop and maintain
strong partnerships with internal and external customers and
partners.
- Ability to read, understand, interpret, and analyze complex
written documents and technical information.Other Skills and
Abilities
- Critical thinker with strong problem-solving skills.
- Flexibility to operate and interact effectively in a dynamic
and diverse environment.
- Ability to work independently and take initiative.
- Ability to gain the confidence of others through knowledge,
good judgment, and interpersonal skills.
- Ability to work in a fast-paced, multi-faceted workplace that
supports a wide range of programs, while managing competing
priorities and deadlines.
- Expertise in negotiations.
- Ability to make sound, supportable decisions.Computer Knowledge
and Skills
- Experience with automated purchasing, purchase order, or
accounting systems.
- Experience with contract management systems.
- Proficiency in MS Office applications.Salary Range: $102,000 -
$144,000If you are interested in applying, please click HERE
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Keywords: Metropolitan Washington Council of Governments, Alexandria , Facilities and Purchasing Manager, Executive , Washington, Virginia
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