Contract Specialist

Contract Specialist

Facilities Management and Construction manages, maintains, and operates 56 City-owned court and office buildings totaling more than 15 million square feet. These buildings are located throughout the City and include City Hall, the Manhattan and Brooklyn Municipal Buildings, and the Borough Halls. As the landlord, Facilities Management provides base building services to keep these buildings fully functional and operational through seven units: Building Services, Contract Services, Energy Management, Fire and Life Safety, Mechanical Maintenance & Operations, and The Budget Unit. Facilities Management and Construction Operations provides administrative support to all units of Facilities Management and Construction, overseeing contract administration, data analysis, legal compliance, and inventory management. Contract administration works with the Office of Citywide Procurement and Office of General Counsel to ensure contracts are written and executed to meet FMC's needs. The data & analytics unit manages ARCHIBUS - the Computerized Maintenance Management System (CMMS) used to track on-demand work orders, contract work, and inventory. Legal compliance works with the Office of General Counsel to ensure all legal issues are handled correctly; assists in writing policies and procedures; and works with the personnel on disciplinary matters. The Inventory unit ensures that the line of service follows the inventory policy for purchasing, maintaining, and storing supplies.

The duties of the position will include, but not be limited to, the following:

• Overall research, coordination, drafting and editing of specifications for contracts and assists project manager in coordinating contract documents
• Authors, edits, rewrites, authenticates and verifies with project managers that all technical specifications contracts are consistent and accurate
• Create professional specifications that detail the scope of work
• Review any in-progress items, technical specifications, and offer modifications and improvements when appropriate
• Maintaining a comprehensive library of technical terminology and documentation relating to all contracts
• Manage multiple projects and deadlines while maintaining milestone deliveries
• Visit field sites to review building details and other field conditions that will affect the way specifications are written
• Develop and maintain relationships with other lines of service and internal team members
• Maintain awareness of industry reference standards and resources and provides continual development and improvement of contract specifications
• Provides Contract Lifecycle Management (CLM) support for contracts
• In partnership with contract project managers, communicates contract scope and specifications to the Office of Citywide Procurement, Office of General Counsel, bidders and contractors.
• Prepares reports and analyzes status of contracts.
• Prepares comprehensive reports on contract utilization with recommendations for improved effectiveness
• Assists in the preparation of new need submittals, fiscal cert., and other budgetary requests.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or 2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills

- Two years of experience in professional writing, or related field recommended. - Experience in technical communication working on contracts related to fire safety systems, abatement work (asbestos, mold, lead), building mechanical systems (boilers, cooling towers), construction, building maintenance, or similar industries. - Proficiency in MS Office 365 including planner, project, and other MS products. - Ability to work independently. - Good interpersonal skills.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.