Senior Specialist - Facilities Operations Services

Overview

The Senior Specialist partners with internal stakeholders and the Supply Chain team to support the execution of scope of work for new contract bids, and to facilitate contract extensions and funding adjustments. Additionally, the role serves as a liaison between Astoria Operations and Supply Chain to monitor and address vendor performance.

Responsibilities

Core Responsibilities

- Drafts comprehensive scope of work documents for new contracts and conducts fact-finding activities to support contract extensions.

- Collaborates with Supply Chain to develop accurate funding estimates for new contracts and renewals. Engages with cross-functional stakeholders to review and refine contract funding recommendations.

- Participates in key contract lifecycle meetings, including pre-bid, pre-award, fact-finding, and negotiations. Lead stakeholder & Supply Chain meetings to review contract terms, financials, and operational details.

- Utilizes Oracle EBS and BI to model, analyze, and present detailed contract cost estimates. Ensure review of contract line items before the effective start date.

- Maintains robust contract tracking systems for Astoria Operations, ensuring visibility into spend, terms and conditions, lifecycle milestones, and all contract operations. Ensures that new contracts are added, and primary contract owners are notified.

- Work with Supply Chain and track pending contract updates to ensure modifications are executed timely as required.

- Run BI reports to identify open requisitions and work with requisitioners to reconcile.

- Prepares and distributes contract performance and financial reports to Astoria Operations stakeholders. Ensure primary contract users are notified of funding levels and upcoming expirations.

- Acts as primary liaison between vendors, Astoria Operations, and Supply Chain to investigate, address, and resolve performance-related issues.

- Oversees contractor performance reporting, ensures timely distribution to Facilities and Field Services leadership, and uses BI and the Contractor Oversight System (COS) to analyze service and contracts used by the organization and determine what CFORs/CERs are required.

- Performs ad-hoc tasks as required.

Qualifications

Required Education/Experience

- Bachelor's Degree and 3 years of relevant work experience or

- Associate's Degree and 5 years of relevant work experience

Relevant Work Experience

- 3-5 years of experience managing/tracking data.

- 3-5 years proficiency in data analytics.

- Knowledge of specifications and procedures relating to contracts.

- Knowledge of the Contractor Oversight System.

- Experienced team player who has demonstrated a high regard for personal responsibility and can work independently.

- Must be well organized, demonstrate a high energy level, be innovative, flexible, able to handle multiple assignments and meet stringent deadlines.

- Demonstrated professional demeanor, confidence dealing with all levels of management personnel and the ability to work with sensitive and confidential information.

- Ability to make timely and sound decisions and take initiative in attaining a high level of customer satisfaction.

- Knowledge of safe work practices and procedures.

- Must be familiar with Power BI, Oracle EBS and Oracle BI.

- Must be able to report to the office at least 3 days per week

Skills and Abilities

- Strong written and verbal communication skills

- Well organized, detail oriented and flexible to handle multiple assignments

- Ability to build strong customer relationships

- Must be proficient in Microsoft Office including Word, Excel, Outlook and PowerPoint, etc.

Licenses and Certifications

- Driver's License Required

Physical Demands

- Ability to respond to system emergencies

Additional Physical Demands

- The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.

- Must work at field locations in all weather conditions.

- Must travel to company locations to work on storm restoration and heat contingencies

- Must be willing to travel within service territory

- Must be able to sit or stand to use a keyboard, mouse and computer for entire shift

- Must be able to walk for extended periods, bends climb and work from elevations (e.g. roofs)

- Must be able to work off shift hours, as needed.