Contracts Manager

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s core values are built around safety, service, equity, sustainability, culture, and accessibility, and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

The Contracts Manager will support the Stations, Facilities, and Structures Division’s management of outsourced services and operations, such as contracted third-party providers of cleaning, snow removal, maintenance of fire protection systems, and engineering services. Reporting to the Deputy Director of Contracted Services within the Stations, Facilities, and Structures Division, this position will coordinate with key stakeholders to develop scopes of work, draft RFPs, obtain services, manage vendor relationships, perform field audits, and measure contract performance.

This position will actively manage third-party service providers/contracts critical to the safety, maintenance, and operations of the MBTA’s stations, facilities, and structures. As a contract administrator, the Contracts Manager will support administrative and operational efforts to optimize vendor performance, ensure contract adherence, and increase fiscal controls to enhance overall outcomes.

• Support day-to-day oversight of third-party service contracts and enforce adherence to all terms and conditions.
• Contribute to the development of workflows, standard operating procedures (SOPs), and other tools designed to support service contract performance management.
• Maintain a continuous process of review, feedback, and actions to improve service delivery and manage costs effectively.
• Evaluate service contracts to ensure deliverables are achieved and contract milestones are met.
• Track and oversee key performance indicator (KPI) and service level agreement (SLA) reporting.
• Conduct field audits and inspections to ensure contract compliance and performance.
• Identify, communicate, and address non-compliance with contractual terms and conditions.
• Issue notifications of non-compliance and default of contract terms.
• Onboard vendors effectively and facilitate standing meetings between MBTA and the vendor.
• Coordinate with departmental stakeholders on potential areas of contracting, as well as the development of RFPs, including scopes of work (SOWs), for prospective contracts.
• Collaborate with departmental stakeholders and the Procurement Department to proactively plan procurement and contract activities, including requisitions, contract documentation, execution of options, and contract amendments.
• Enter procurement requisitions within Knack and FMIS.
• Foster strong productive working relationships with internal and external stakeholders.
• Identify areas for cost savings and reduction in vendor spend.
• Monitor vendor spending patterns and confirm that invoiced costs align with the agreed SOW and pricing table.
• Process invoices for payment after reviewing all invoices and associated information carefully for accuracy and confirmation of completed work/deliverables.
• Monitor outstanding invoices and resolve any issues in order to ensure timely and accurate payment and adherence to the payment terms stated in the contract.
• Maintain appropriate and organized records of contracts, performance, invoices, and other documents.
• Drive a company or personal vehicle to visit work sites as needed.
• Perform all other duties and projects that may be assigned.

Additional responsibilities may include a focus on one or more departments or locations. See applicable addendum for department or location-specific functions.

• Bachelor's degree from an accredited college or university in a related field.
• Five (5) years of experience in contract/vendor management.
• One (1) year of prior project management or leadership experience.
• Demonstrated proficiency in the Microsoft Office suite, with emphasis on Excel and PowerPoint.
• Effective…