Senior Manager, Contract & Administration Management

Job Description

Job Description

Join Our Mission to Elevate Ambulatory Health Care

At AAAHC, we are more than just a team; we are at the forefront of improving health care quality through accreditation. Our employees are the heartbeat of our mission-based culture, dedicated to applying their diverse skill sets—technical, research, clinical, analytical, and data-driven—to improve health care quality through accreditation. As we celebrate over four decades of excellence, we invite you to become part of our story. Here, your work is not just a job; it’s a journey filled with opportunities to learn, grow, and contribute to a higher purpose. Embrace the chance to be part of a community that values quality every day and strives for excellence in ambulatory health care.

What do we offer?

We prioritize our employees’ wellbeing by providing a comprehensive benefits package that includes:

• Compensation:  Receive annual merit increase consideration and an annual discretionary bonus
• Work-Life Balance:  Enjoy generous paid holidays, increasing paid time off with tenure, and potential hybrid schedule eligibility
• Health & Wellness: Take advantage of our medical, dental, and vision plans including company contributions to HSA as well as our wellness reimbursement benefit
• Retirement Plan: Invest in your future with our robust 401(k) plan that includes a company contribution and match
• Professional Development: Advance your career with ongoing training and educational opportunities along with a tuition reimbursement program
• Life & Disability Insurance: Experience peace of mind with company-paid short/long-term disability, life, & AD&D insurance
• Employee Assistance Program: Access support services for personal needs

Position Description

Reporting to the SVP, Chief Financial Officer & IT Administration, the Senior Manager, Purchasing & Facilities oversees the organization's procurement, contract administration, facilities management, workplace operations, and administrative services. The position is responsible for ensuring efficient purchasing, vendor management, facility operations, office administration, and customer service while supervising the Administrative Support Coordinators. Working collaboratively across the organization, the Senior Manager develops operational processes, supports contract and vendor administration, manages workplace resources, and identifies opportunities to improve efficiency, service, and cost effectiveness.

Performs with a high degree of independence and exercises sound business judgment in managing procurement, facilities, and administrative operations. Plans, prioritizes, and oversees day-to-day activities; supervises staff; collaborates across the organization; proactively identifies opportunities for operational improvement; and ensures responsibilities are executed efficiently and in accordance with organizational policies and objectives. 

Contract Administration, Procurement, and Vendor Management

• Lead enterprise procurement and strategic sourcing activities, including stakeholder requirements gathering, supplier evaluation, RFI/RFP development, due diligence, vendor selection, contract recommendations, negotiations, onboarding, and ongoing supplier relationship management to maximize value, optimize cost and service delivery, and mitigate enterprise risk.
• Establish enterprise policies, governance frameworks, standards, and operating procedures that promote consistency, compliance, scalability, and effective risk management. 
• Support the development, review, negotiation, execution, and administration of contracts and agreements by partnering with business stakeholders and legal resources to ensure alignment with organizational policies, approved standards, budgets, and risk management practices.
• Develop and maintain an integrated operational calendar aligning contract renewals, procurement cycles, facility requirements, analyses, and organizational priorities to support proactive planning and operational readiness.
• Own contract lifecycle management and repository administration, ensuring accurate maintenance of contractual records, renewals, approvals, metadata, and retention requirements.
• Manage supplier relationships, vendor performance, pricing negotiations, and sourcing initiatives to optimize cost, quality, and service delivery.
• Monitor and report procurement metrics, contract utilization, vendor performance, and savings opportunities to support decision-making and performance objectives.

Administrative Operations, Customer Service, and Team Leadership

• Lead the day-to-day administrative operations of the organization by supervising the Administrative Support Coordinators, including recruitment, onboarding, coaching, performance management, employee development, and workforce planning. 
• Establish work priorities, performance expectations, and accountability measures to ensure timely, accurate, and responsive administrative support, customer service, and workplace operations. 
• Oversee front desk operations, office services, workplace support, office supplies, shared resources, publication/certificate order fulfillment, and other administrative functions to maintain an efficient and well-organized work environment. 
• Coordinate customer service and administrative support workflows, monitor service requests and response times, and implement process improvements that enhance operational effectiveness and internal customer satisfaction. 
• Monitor administrative and customer service performance, identify opportunities to improve efficiency, service quality, and resource utilization, and recommend practical solutions. 

Facilities, Workplace Operations, and Security Administration

• Serve as the primary liaison with building management, vendors, and stakeholders to ensure efficient facility operations, lease compliance, workplace readiness, and service delivery.
• Oversee facility operations, including maintenance, workplace access, office services, non-technology equipment management, vendor coordination, and onsite support to maintain a safe, functional, and productive environment.
• Direct enterprise workplace safety, emergency preparedness, physical safety and business continuity programs in partnership with Human Resources and organizational leadership, including emergency planning, drills, communications, documentation, and building access controls.
• Maintain accountability for organizational physical assets through inventory management, asset tracking, lifecycle management, and disposal processes. 

Operational Analytics and Financial Support

• Analyze organizational spending, supplier utilization, and operational expenses to identify trends, cost drivers, savings opportunities, and process improvements across operational categories.
• Support strategic sourcing initiatives, preferred vendor arrangements, and supplier performance management to optimize organizational purchasing practices.
• Develop and deliver operational, procurement, and financial analyses, dashboards, and reports to support decision-making, budget oversight, and performance management.
• Monitor purchasing compliance, maintain vendor records and related systems, and partner with Finance to support operational controls and reporting accuracy.
• Develop and execute multi-year operational strategies and roadmaps aligned with organizational priorities and long-term business objectives. 

Partner with department leaders to understand operational needs, coordinate administrative support services, and continuously improve internal service delivery. Lead enterprise-wide initiatives involving procurement, workplace operations, business continuity, facilities, and administrative services that require significant cross-functional coordination and executive sponsorship.

Minimum Qualifications and Job-specific Competencies Required

• Bachelor’s degree in Business Administration, Supply Chain Management, Finance, Operations Management, Facilities Management, or related field required; equivalent experience may be considered.
• 7-10 years of progressively responsible experience in procurement, contract administration, purchasing, facilities management, vendor management, operations, finance, or related business functions.
• Demonstrated experience independently managing contracts, sourcing activities, purchasing processes, vendor relationships, and facilities operations.
• Experience developing reports, dashboards, spend analyses, and operational metrics to support business decision-making.
• Demonstrated ability to influence and collaborate effectively across functions and organizational levels to drive outcomes and process improvements.
• Strong knowledge of procurement practices, contract administration, vendor management, and purchasing controls; experience with ERP/accounting systems, contract repositories, procurement platforms, or vendor management systems
• Strong analytical, problem-solving, and organizational skills with the ability to manage multiple priorities independently.
• Demonstrated ability to negotiate effectively, exercise sound judgment, and balance cost, risk, and operational needs.
• Strong written and verbal communication skills with the ability to translate data into actionable insights and recommendations.
• Advanced proficiency with Microsoft Office Suite, particularly Excel, Word, and PowerPoint.

Preferred Qualifications

• Certified Professional in Supply Management (CPSM), Certified Purchasing Professional (CPP), Certified Professional Contracts Manager (CPCM), Facilities Management certifications, or similar credentials
• Knowledge of workplace safety, emergency preparedness, and facilities operations
• Familiarity with NetSuite

Working Conditions & Travel Expectations

• Position requires occasional evening and weekend work to address time-sensitive deliverables
• Position follows AAAHC’s hybrid work schedule with in-office work expected Monday through Wednesday and remote work Thursday through Friday; however, periodic onsite presence on remote workdays may be required to support operational, facilities, vendor, or organizational needs