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, Potomac , Facilities and Purchasing Manager, Executive , Washington, Maryland