Coordinator, Security Contracts - (2100004P)
Coordinator, Security Contracts - (2100004P)
Description
POSITION SUMMARY
Under general supervision, performs all administration and coordination activities related to contracts and invoices for the Security Department, including the maintenance of documentation for contracts, invoices, payments, and emergency services. Acts as liaison for Security contractors and various Authority departments, including the Procurement and Security Departments and ensures compliance with governing contractual policies. Interacts with end users to ensure services are rendered satisfactorily and documents (contracts, invoices, etc.) are received on time.
POSITION SUMMARY
Under general supervision, performs all administration and coordination activities related to contracts and invoices for the Security Department, including the maintenance of documentation for contracts, invoices, payments, and emergency services. Acts as liaison for Security contractors and various Authority departments, including the Procurement and Security Departments and ensures compliance with governing contractual policies. Interacts with end users to ensure services are rendered satisfactorily and documents (contracts, invoices, etc.) are received on time.
Qualifications
PRIMARY RESPONSIBILITIES
- Assists management in the maintenance and review of contract specifications, invoicing, renewals, and other administrative monitoring of existing contracts.
- Maintains all administrative support functions in managing service and contractor contracts, including maintaining all related documentation and files and prepares related reports.
- Provides communication and coordination between vendors and Security Department staff, particularly with regard to ensuring vendor staff are trained and staff their assignments.
- Oversees contract compliance with both internal policies and governing regulations.
- Reviews, submits for approval, and processes vendor invoices for payment.
- Works with the Procurement Department to review and confirm compliance of all contract specifications.
- Reviews invoices and submits to management for approval.
- Coordinates documentation and processing of invoice payments in Authority business systems and other tracking systems.
- Processes all check requests, including emergency requests, to ensure timely and efficient payments by the Authority.
- Liaises with contractors to ensure proper adherence to Authority payment processes and requirements.
- Coordinates and communicates with various internal and external entities on behalf of the Security Department.
- Maintains database of information released from the Security Department to various internal and external entities.
- Retrieves and forwards security camera footage for further review and documentation.
- Communicates between Security and Procurement Departments on compliance and record keeping.
- Performs related duties as assigned.
MANAGEMENT RESPONSIBILITIES
Reporting to this position may include the following jobs:
Job Title
• None
CHALLENGES
• Keeping abreast of frequently changing contract specifications and staffing needs.
EDUCATION/EXPERIENCE REQUIREMENTS
• Bachelor’s Degree in Business Management, Business Administration, or a related field, plus three (3) years of experience in contract management for a facilities maintenance environment.
• A combination of education and experience, including any relevant military experience, may be substituted in place of the above mentioned requirements.
• Experience monitoring and managing large or many contracts.
• Must possess a valid State of Illinois driver’s license.
• Must complete and maintain CTA Rail Safety certification training.
PRIMARY RESPONSIBILITIES
- Assists management in the maintenance and review of contract specifications, invoicing, renewals, and other administrative monitoring of existing contracts.
- Maintains all administrative support functions in managing service and contractor contracts, including maintaining all related documentation and files and prepares related reports.
- Provides communication and coordination between vendors and Security Department staff, particularly with regard to ensuring vendor staff are trained and staff their assignments.
- Oversees contract compliance with both internal policies and governing regulations.
- Reviews, submits for approval, and processes vendor invoices for payment.
- Works with the Procurement Department to review and confirm compliance of all contract specifications.
- Reviews invoices and submits to management for approval.
- Coordinates documentation and processing of invoice payments in Authority business systems and other tracking systems.
- Processes all check requests, including emergency requests, to ensure timely and efficient payments by the Authority.
- Liaises with contractors to ensure proper adherence to Authority payment processes and requirements.
- Coordinates and communicates with various internal and external entities on behalf of the Security Department.
- Maintains database of information released from the Security Department to various internal and external entities.
- Retrieves and forwards security camera footage for further review and documentation.
- Communicates between Security and Procurement Departments on compliance and record keeping.
- Performs related duties as assigned.
MANAGEMENT RESPONSIBILITIES
Reporting to this position may include the following jobs:
Job Title
• None
CHALLENGES
• Keeping abreast of frequently changing contract specifications and staffing needs.
EDUCATION/EXPERIENCE REQUIREMENTS
• Bachelor’s Degree in Business Management, Business Administration, or a related field, plus three (3) years of experience in contract management for a facilities maintenance environment.
• A combination of education and experience, including any relevant military experience, may be substituted in place of the above mentioned requirements.
• Experience monitoring and managing large or many contracts.
• Must possess a valid State of Illinois driver’s license.
• Must complete and maintain CTA Rail Safety certification training.