Description To oversee, track, and provide compliance assurance for all County facility maintenance and service contracts as well as internal building services performed by Charleston County. Additional responsibilities may include coordinated routine inspection (as required) to ensure compliance of contracted vendors in the delivery of goods and services.
Hiring Range: $60,840 - $79,684 (Estimated Annual Salary)OPEN UNTIL FILLED - APPLICATION REVIEW BEGINS IMMEDIATELY Duties and Responsibilities ESSENTIAL FUNCTIONS:
- Develop, maintain, and implement detailed working performance schedules for contracted services for all Charleston County facilities. These schedules will be developed from inspection reports required by every vendor contracted with Charleston County facilities for preventative maintenance services performed.
- Inspections of County facilities will be conducted as warrantied to ensure compliance. Preferably, required inspections should follow a reported violation of contract compliance whereby, a vendor is not meeting specific contract compliance factors. Any inspections are to be documented properly and that documentation should be cataloged for reference, discussions with vendor, or future use should a non-conformance warning/reprimand be warrantied.
- Respond to internal client concerns in a timely manner and address those concerns with the proper contracted vendors or internal facilities team members. Procurement's contracts compliance officer should be notified and kept in the loop should a complaint/concern escalate.
- As quality assurance analyst II, development of a close relationship with Procurement is vital to a cooperative, working environment to ensure contract guidelines are being met in full. Any variations in contract performance should be discussed with the Contracts Supervisor and if necessary, alleviated to Procurement's Contracts Compliance Officer.
- Maintain, implement, and track vendor non conformance forms for vendor contractual performance violations and report continuous performance violations as required to both the Contracts Supervisor and Procurement.
- Coordinate routine scheduled meetings with contracted vendors to review contractual obligations and review county expectations. Further, include internal facilities team members in these meetings for any building where there is a facility manager, facility maintenance supervisor, facility technical maintenance manager, or other designated individual assigned. Vendor meetings can also include lease tenants who receive contracted services as a benefit of a contracted service.
- Schedule, track and verify service completion through the analysis of inspection reports provided by the vendor. For contracted vendors who do not provide monthly inspection reports, those vendors are required to provide status updates during regularly scheduled meetings between the County and the vendor.
- Primary vendor liaison point of contact for County Facilities and will assist in providing conflict resolution between the vendor and County end user.
- Assist with implementation of Capital Projects Team transfer of capital projects to operational assets.
- Assist in building and maintaining database in the County's Integrated Workplace Management System (IWMS), vendors and predictive maintenance schedules for contracted services.
- Assist contracts supervisor with mid-year reconciliations and budgeting of contracted service PO's by tracking actual expenses and financial analysis for certain types of services procured throughout the year to include a cost per service scenario vs. a set contracted rate.
- Respond to Safety and Risk inspections conducted and have contracted vendors correct any non-compliance items identified by Safety and Risk during an inspection. Notify Safety and Risk of corrected deficiencies completed by contracted vendors.
- Perform other duties as assigned or assumes other responsibilities as apparent, warrantied, or assigned.
- May be designated to report to work during hazardous weather or emergency conditions as well as participate in EOC exercises/evacuations.
- Assist vendors with identification badges as required for security services for Charleston County. Assist all other vendors with access to County facilities for routine services; afterhours, holidays, and emergency services (outside of normal business hours) and coordinate with internal staff and external county departments.
- Assist with obtaining video footage for County leadership, the County's legal dept., Safety and Risk Dept. regarding claims brought forth to the County. Assist law enforcement in providing video footage of incidents involving law enforcement on County properties.
- Works with Contracts Supervisor to create and teach contracts and quality assurance operations to both internal facilities staff and outside County Departments.
- Serves as a backup for the Contracts Supervisor in their absence.
- Assists Contracts Supervisor in obtaining quotes for various services based on scope and frequencies.
- Coordinate with contracted vendors on behalf of Facilities Management as it pertains to outstanding quotes and repairs to non-functioning contracted equipment, specifically contracts that do not include repairs as part of the scope of services.
Minimum Qualifications - Associates/Bachelors Degree from an accredited institution preferred, and 10+ years or more of experience in quality assurance, contracting, performance management, property management; or any equivalent combination of experience and training that provides the knowledge, skills and abilities necessary to perform the work.
- Knowledge and Experience of working in Microsoft Office software required.
- Prior Maintenance, Construction, quality assurance, or Contracts experience is preferred.
- A Valid driver's license is required.
Knowledge, Skills and Abilities SUCCESS FACTORS:- Comprehensive knowledge of Charleston County policies and procedures.
- Comprehensive knowledge of County Facilities Contracts and Contracted Services.
- Comprehensive knowledge of Charleston County Assets and Department Functions.
- Ability to prepare and present accurate and reliable reports containing findings and recommendations.
- Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
* Ability to compile and synthesize large quantities of data, assist in analyzing data according to need and convey I Information for presentation to leadership.
* Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
* Ability to track key performance indicators and trends in service performance.
* Ability to establish credibility with Facilities and Maintenance Managers, Supervisors, Technicians, the Contracts * Supervisor, and the Procurement Department Team.
* Must possess interpersonal skills to work cooperatively with a broad variety of County Departments and users as well as contracted vendors and other service providers.
* Ability to understand and follow oral and/or written policies, procedures and instructions.
* Ability and willing to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.
* Ability to use integrity, ingenuity and inventiveness in the performance of assigned tasks.Closing Date/Time:
