Job Details

Contract Coordinator
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Position Number: 5850435
Location: Philadelphia, PA
Position Type: Business - Accounting

Contract Coordinator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Contract Coordinator

Job Profile Title
Contract Coordinator

Job Description Summary
The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.

The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/ Information.

Job Description

Contract Coordination

Process, review, track, and file professional service agreements, architect/engineer agreements, on-call task orders, additional service requests, construction management agreements, construction services agreements, purchase order agreements asbestos abatement agreements, cost events, and insurance renewal processes in a timely manner and in accordance with procedures.

Track and maintain timely processing via logs and other reports.
Provide back-up support for other Contract Coordinator as necessary.
Provide support to fellow departmental personnel (Project Managers, Capital Accountants, Auditors, General Counsel, etc.) on contract issues.
Interact with designers, contractors, and other vendors on contract issues such as insurance certificates, lien waivers, bond certificates, etc.

Job Responsibilities

Bidding and Contracting Support

Construction Contract, Design Contract, and Professional Services Contract Coordination - Process, review, track and file professional service agreements, architect/engineer agreements, on-call task orders, additional service requests, construction management agreements, construction services agreements, purchase order agreements, asbestos abatement agreements, cost events, and insurance renewal processes in a timely manner and in accordance with procedures.

These are the primary goals and tasks of the Contract Coordinator position and require the majority of the time. Track and maintain timely processing via logs and other reports. Provide back-up support for the Lead Contract Coordinator as necessary. Provide support to fellow departmental personnel (Project Managers, Capital Accountants, Auditors, General Counsel, etc.) on contract issues. Interact with designers, contractors, and other vendors on contract issues such as insurance certificates, lien waivers, bond certificates, etc.

Contractor Bid Coordination - Maintain contractor data within e-Builder system, including collection and reporting on historical data to allow planning for future opportunities. Information includes previous bid activity, bid lists, bid amounts, and awards. Assist Project Managers in the preparation of bid lists by confirming that vendors are prequalified for the proposed type of work and contract value.

Professional Services Contracting Support - Maintain vendor data within e-Builder system, including collection and reporting on historical data to allow planning for future opportunities. Information to include previous proposal activity, lists, amounts, and contract awards. Assist Project Managers, Directors, and University Architect to plan future bid lists and distribution of contracting and design opportunities.

Vendor Prequalification Support - Assist Lead Contract Coordinator with updating and distributing the prequalified contractor log, attend monthly contractor prequalification meeting, request requalification, issue renewals and approval letters to contractors.

On-Call Professional Services Coordination Support - Assist the Lead Contract Coordinator with the administration and contracting of on-call Professional services. Assist with the management of vendor purchasing agreements such as Phoenix Valves, Strobic Fans, and Fire Alarms.

Capital Project Management Process Support

Project Closeout Support - Assist Project Managers as needed and as time allows with obtaining closeout information and documentation (warranties, manuals, drawings, invoices, etc.), and distributing this information to O&M, Capital Accounting, and Data & Documentation.

E-Builder - Utilize system capabilities to enhance contract processing efficiency. Assist Project Managers as needed, and review data entered by others for completeness and accuracy. Participate in e-Builder team meetings to develop further process improvements.

Project Initiation Support - Provide support with the initiation of capital projects.

Process Enhancements Support - Assist the Lead Contract Coordinator with developing and maintaining document control procedure for electronic changes to standard contracts. Maintain electronic contract document storage within such systems as e-Builder and the shared drives.

Capital Project Management Manual Support - Assist in the periodic review and editing of processes, procedures, and forms.

General

Contract Coordinator Procedures Manual - Develop and complete tasks in accordance with this manual. Work with management and peers to review, improve, and update these processes and procedures.

Ongoing Training

Cross-train additional staff in the processes and procedures of the Contract Coordinator position to allow them to provide back-up coverage. Cross-train with the Capital Accounting Group to obtain a general knowledge and understanding of the Capital Accounting procedures, and review methods to improve the review of proposals, invoices and change orders against the contract terms and conditions.

Other Duties - Provide backup coverage as needed for other tasks as assigned within the Design and Construction Department, including the tasks that are typically completed by the Administrative Coordinators and Assistants.

QUALIFICATIONS:

The position requires a High School Grad/GE Degree and 5 to 7 years of experience in a fast-paced organization working as support to project managers and senior-level managers, or an equivalent combination of education and experience is required. This position requires superior communication, emotional intelligence, interpersonal skills, customer service, and administrative skills. Past experience working with multiple internal and external contacts and a high school degree or equivalent is required. Must have proficient computer skills with the Microsoft Office Suite of products and Adobe applications, excellent typing, communications, and general office skills. Must be able to remain calm during stressful periods, prioritize workload, and be capable of working on multiple tasks simultaneously. Need to be organized and able to establish methods for managing large volumes of data in a well-structured manner. Must be able to use telephone and operate standard office machines.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Facilities and Real Estate Services

Pay Range
$20.45 - $28.00 Hourly Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Left-Bank-Facilites--Real-Estate-Services/Contract-Coordinator_JR00100368