Contract Specialist
Common Sail Investment Group, Brighton, MI, United States
Contract Specialist
The Contract Specialist is responsible for managing and overseeing service and maintenance contracts. This role ensures all contractual relationships with vendors and service providers support regulatory compliance, safety, operational efficiency, and high-quality resident care. Key Job Duties and Responsibilities: Contract Management:
Develop, review, negotiate, and manage contracts related to building maintenance, HVAC, landscaping, snow, plumbing, electrical, waste removal janitorial, elevator, fire and life safety systems, pest control, generators and others Ensure all contracts align with company policies, budget constraints, and regulatory requirements. Track contract renewal dates, performance benchmarks, and service level agreements (SLAs).
Vendor Coordination:
Source and evaluate vendors and contractors for maintenance services based on qualifications, pricing, compliance, and past performance. Maintain positive relationships with vendors, addressing performance issues, delays, or contract non-compliance promptly. Facilitate onboarding and orientation of new vendors, ensuring understanding of community-specific needs and resident sensitivities.
Compliance and Risk Management:
Ensure all maintenance contracts comply with local, state, and federal regulations, including OSHA, ADA, and fire safety. Monitor vendor insurance certificates, licenses, and background checks. Participate in audits and inspections related to community maintenance and ensure appropriate documentation is available.
Community Support & Maintenance Oversight:
Collaborate with community leaders to identify ongoing maintenance needs and long-term capital projects. Review contractor work for quality, completeness, and adherence to agreed timelines.
Financial Oversight:
Assist in budgeting and forecasting for maintenance-related expenses. Review and approve vendor invoices, ensuring alignment with contract terms and completion of services. Track cost savings and identify areas for increased operational efficiency.
Documentation & Reporting:
Maintain an organized system of all contracts, work orders, vendor certifications, and compliance documents. Generate regular reports on contract performance, costs, and vendor reliability for internal stakeholders. Document changes, amendments, or terminations of contracts with full traceability.
Cross-Functional Collaboration:
Liaise with executive leadership, legal teams, procurement, and community operations to ensure contracts meet organizational objectives. Communicate regularly with senior living staff to assess service quality and resident satisfaction related to maintenance functions.
Preferred Qualifications: Experience in senior living, healthcare, or residential property management. Familiarity with regulatory standards in senior housing. Strong knowledge of contract law and vendor management. Excellent organizational, negotiation, and communication skills.
The Contract Specialist is responsible for managing and overseeing service and maintenance contracts. This role ensures all contractual relationships with vendors and service providers support regulatory compliance, safety, operational efficiency, and high-quality resident care. Key Job Duties and Responsibilities: Contract Management:
Develop, review, negotiate, and manage contracts related to building maintenance, HVAC, landscaping, snow, plumbing, electrical, waste removal janitorial, elevator, fire and life safety systems, pest control, generators and others Ensure all contracts align with company policies, budget constraints, and regulatory requirements. Track contract renewal dates, performance benchmarks, and service level agreements (SLAs).
Vendor Coordination:
Source and evaluate vendors and contractors for maintenance services based on qualifications, pricing, compliance, and past performance. Maintain positive relationships with vendors, addressing performance issues, delays, or contract non-compliance promptly. Facilitate onboarding and orientation of new vendors, ensuring understanding of community-specific needs and resident sensitivities.
Compliance and Risk Management:
Ensure all maintenance contracts comply with local, state, and federal regulations, including OSHA, ADA, and fire safety. Monitor vendor insurance certificates, licenses, and background checks. Participate in audits and inspections related to community maintenance and ensure appropriate documentation is available.
Community Support & Maintenance Oversight:
Collaborate with community leaders to identify ongoing maintenance needs and long-term capital projects. Review contractor work for quality, completeness, and adherence to agreed timelines.
Financial Oversight:
Assist in budgeting and forecasting for maintenance-related expenses. Review and approve vendor invoices, ensuring alignment with contract terms and completion of services. Track cost savings and identify areas for increased operational efficiency.
Documentation & Reporting:
Maintain an organized system of all contracts, work orders, vendor certifications, and compliance documents. Generate regular reports on contract performance, costs, and vendor reliability for internal stakeholders. Document changes, amendments, or terminations of contracts with full traceability.
Cross-Functional Collaboration:
Liaise with executive leadership, legal teams, procurement, and community operations to ensure contracts meet organizational objectives. Communicate regularly with senior living staff to assess service quality and resident satisfaction related to maintenance functions.
Preferred Qualifications: Experience in senior living, healthcare, or residential property management. Familiarity with regulatory standards in senior housing. Strong knowledge of contract law and vendor management. Excellent organizational, negotiation, and communication skills.