Maintenance Contract Manager

The Ponticelli is seeking a Maintenance Contract Manager.

Position Summary

The Maintenance Contract Manager is responsible for overseeing and managing all maintenance-related contracts, ensuring that services are delivered efficiently, on time, and within budget. This role involves managing relationships with external contractors, negotiating contract terms, and ensuring compliance with contractual obligations. The Maintenance Contract Manager works closely with internal teams (such as procurement, finance, and operations) to coordinate maintenance activities and ensure alignment with organizational goals and maintenance needs.

Contract Management & Administration

• Oversee and manage all maintenance contracts, including preventive maintenance, repairs, and specialized services;
• Draft, negotiate, and finalize maintenance contracts with external vendors and service providers;
• Ensure all contracts comply with organizational policies, legal requirements, and industry standards;
• Monitor contract performance, ensuring services are delivered according to agreed-upon timelines, scope, and quality standards.

Vendor & Contractor Management

• Develop and maintain strong relationships with external contractors, vendors, and service providers;
• Evaluate contractor performance regularly and ensure adherence to contractual terms and service level agreements (SLAs);
• Conduct regular meetings with contractors to review progress, address issues, and ensure alignment with project goals;
• Coordinate with contractors to ensure minimal disruption to operations during maintenance activities.

Budgeting & Financial Oversight

• Develop and manage the maintenance contract budget, ensuring that expenses align with organizational goals and constraints;
• Monitor and control costs related to maintenance contracts, ensuring efficient use of resources and timely payment of contractors;
• Prepare financial reports and updates for upper management, highlighting contract expenses, variances, and cost-saving opportunities.

Maintenance Planning & Coordination

• Work closely with the maintenance and operations teams to understand maintenance requirements and schedule contract services accordingly. Ensure that contract services are planned to minimize downtime and operational disruptions;
• Coordinate emergency repairs or specialized maintenance with contractors as needed;
• Ensure alignment of contract services with preventive maintenance schedule and long-term asset management strategies.

Compliance & Risk Management

• Ensure all maintenance activities comply with regulatory, safety, and environmental standards (such as OSHA, EPA, and local regulations);
• Monitor contractors to ensure proper safety practices are followed during maintenance activities;
• Manage risks associated with contract maintenance, ensuring appropriate measures are taken to mitigate potential delays, cost overruns, or noncompliance issues;
• Handle contract disputes or issues with contractors in a timely and professional manner, escalating when necessary.

Profile Wanted

Education:

• Bachelor’s degree in business administration, engineering, facilities management, or a related field preferred.
• Certification in contract management (e.g., Certified Professional Contract.
• Manager, CPCM) or facilities management (e.g., Certified Facility Manager, CFM) is a plus.

Experience:

• Minimum of 10 years of experience in contract management, procurement, or maintenance, with a strong focus on vendor management and contract negotiations.
• Experience working in industries such as manufacturing, facilities management, or large-scale industrial operations is preferred.
• Proven track record of managing and negotiating complex maintenance contracts.

Skills:

• Strong contract negotiation and administration skills.
• Excellent financial management skills with the ability to manage budgets, analyze costs, and identify cost-saving opportunities.
• Strong leadership and team collaboration skills.
• Proficient in the use of contract management software and computerized maintenance management systems (CMMS).
• Excellent verbal and written communication skills, with the ability to effectively communicate across different departments and with external stakeholders.
• Strong analytical and problem-solving skills, with the ability to manage risks and resolve issues proactively.