Hybrid Manager of Vendor Contracts chez Massachusetts Bay Transportation Authority, MA

About the Department

The Manager of Vendor Contracts will play a pivotal role in overseeing a portfolio of existing as well as future key strategic third-party vendors that provide goods and services throughout the MBTA. The Manager of Vendor Contracts will collaborate across MBTA supporting the organization as vendor needs arise and help manage vendor performance across the full portfolio of projects and have the full ownership of vendor contract / performance lifecycle. The Manager of Vendor Contracts must be able to influence without authority, strategically minded and execution focused. The Manager of Vendor Contracts is responsible for contract and relationship management, financial and quantitative analysis of vendor performance, and ensuring continued alignment between the selected vendor and the MBTA's departments. The Manager of Vendor Contracts will serve as the primary point of contact for a portfolio of third-party vendors.

Position Duties

• Manages a portfolio of third-party service contracts by enforcing the terms of the contracts, ensuring excellent business processes, and working collaboratively with the vendors and internal stakeholders to identify and execute on opportunities for service improvement and cost savings.
• Monitor vendor spending patterns, oversee vendor performance management processes to ensure realization of contracted scope.
• Maintain a process of continuous review, feedback and action in order to spot areas of opportunity.
• Periodic evaluation of current contracts to ensure key deliverables are achieved and contract life-cycle milestones are met.
• Serve as a Project Lead for cross-functional projects that affect a current or future vendor; develop project plans, communication materials and deliverables in support of project.
• Working with stakeholders (i.e., end-users, departments, procurement, etc.) to set SLAs and identify the critical data needed to effectively manage vendor performance.
• Manage non-compliance KPI/SLA and contract issues to ensure contracts terms are met.
• Issue notifications of non-compliance and default of contract terms.
• Ensure monthly or quarterly business reviews are held between MBTA and Vendor.
• Oversee consistent KPI/SLA reporting format is established where applicable across all contracts.
• Build strong partnerships with the functional teams to support their vendor needs, coaching and advising on competitive bids, negotiation of terms and conditions, and managing vendors.
• Manage processes associated with supplier due diligence, ongoing audits, risk assessments and continuous vendor monitoring for loss mitigation.
• Support key stakeholders throughout the RFI and RFP processes, including bid comparison, analysis, negotiation, selection as well as the renewal of contracts.
• Ensure cost savings and reduction in vendor spend are achieved without placing risk on service quality and operational timelines.
• Prepare and deliver presentations to executive leadership, highlighting vendor spending, performance, and opportunities and initiatives to optimize use of vendors.

• Drive Performance Monitoring and the closure of service gaps in the performance of the third party.
• Interpret, communicate, and implement company policies and procedures, ensure compliance with existing policies, and confidentiality of customer and company information.
• Meet with the managed vendors on a regular basis to review progress, discuss problems, service level performance and consider necessary changes, monitor contract activity on a routine basis to identify problem areas and confirm that acceptable performance standards are being met, track financial stability and ensure that goods and services conform to the contract requirements, establish a clear scope of authority and reporting; and establish a procedure and timeline for making contract decisions and modifications.
• Work with Finance and Accounting as it relates to supplier budget and invoice routing.
• Respond to each inquiry, whether from a customer, vendor, or coworker in a professional and courteous manner.
• Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees, contractors, and consultants.
• Perform all other duties and projects that may be assigned.

Supervision

• No direct reports.

Minimum Qualifications

• Bachelor's degree from an accredited institution in Business, Finance, or related field.
• Five (5) years managing external service providers and/or contract management. 
• One (1) year of supervisory, managerial, and/or lead project experience.
• Experience with Microsoft Office Suite: Word, Excel, Access and PowerPoint, and Tableau.
• Strong written and verbal communication skills with an ability to communicate effectively across business levels and experience at leading meetings.
• Demonstrated ability to organize data and exercise effective problem-solving skills.
• Experience building strong relationships with internal business partners and working with multiple business partners in a collaborative and team-oriented manner.
• Demonstrated ability to work across the organization to develop consensus and communicate decisions.
• Ability to provide internal and external customers with a courteous and professional experience.
• The ability to supervise and work effectively with a diverse workforce.

Other Qualifications

• A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.
• An associate degree from an accredited institution an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.
• A master’s degree in a Business, Finance, or related field may substitute for two (2) years of general experience. 
• A nationally recognized certification, or statewide/professional certification in Business, Finance, or related field may substitute for one year of work experience.

Preferred Experience and Skills

• Masters, Business Administration.
• Legal experience.
• Seven to Ten (7 to 10) years of experience managing external service providers and/or contract management.