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Job Summary The Sr. Procurement & Contracts Specialist for Facilities reports to the Sr. Director for Finance and Information Systems and responds to contracting and procurement priorities of the Facilities department. The Sr. Procurement & Contracts Specialist's responsibilities include, but are not limited to the following: providing contract administration, audit control, and oversight of department policies and procedures as they support the design and construction processes and procurement processes.
Job Duties Primary duties include:
Leading, conducting, and documenting high profile, complex design and construction, facilities services and facilities-related procurement projects for Caltech
Working in collaboration with Facilities Project Managers to develop and issue Request for Qualification/Request for Proposals followed by the review and evaluation of proposals, and negotiating terms and conditions, as required, to execute contracts with architects, general contractors, and consultants
Preparing and issuing contracts and processing through appropriate levels of review and approval, leading to execution. Prepare appropriate documentation to substantiate the rationale for the selection of architects, general contractors, service and material providers, and consultants
Identifying opportunities for improved productivity, strategic sourcing and efficient use of resources. Identify and address customer needs, including writing and modifying contract/purchase order guidelines as requested
Act as liaison between Facilities and Caltech Procurement Services, managing processes and interactions, and providing timely updates on changes and priorities
Acting as a key contractual expert on all design and construction and other facilities-related procurement issues, concerns, and special projects
Assuming a leadership role in the direction, oversight, research, and assessment of design and construction and facilities-related projects with Caltech-wide impact
Collaborating with the Facilities Project Managers and Materials Management in the development of requirements, identification of potential suppliers, and the formulation of the right acquisition strategy to support the Caltech mission
Preparing and/or reviewing complex documentation to satisfy internal and external audit and review requirements
Responsibility for all basic purchase orders that support the Facilities department
Basic Qualifications - Bachelor's degree plus 4-6 years of construction and facilities-related contract administration experience, or equivalent - Knowledge of the Contractors State License Board, California Code of Regulations and California Building Standards - A strong working knowledge of design and construction and facilities operations and customer service is essential - Excellent organizational skills, a high level of initiative, and the ability to work in a collaborative environment are also essential - The successful candidate must have the flexibility to work with both conceptual issues and with a high degree of detail and must be able to manage multiple deliverables and deadlines in a high volume production environment, while giving stellar customer service - Experience in applying best business practices in design and construction and facilities-related contracts, a solid understanding of applicable laws, and government regulations, and advanced knowledge of Microsoft Word and Excel and experience with construction program management software tools and AIA contract document templates is essential for this position - The selected candidate must pass a pre-employment background investigation to be hired for this position
Preferred Qualifications - Certified Construction Contract Administrator (CCCA) certificate and/or Master's degree a plus - Experience with Oracle ERP system a plus