What are the responsibilities and job description for the Contract Specialist position at Laurus?
Contract Specialist
CommonSail Investment Group
Job Summary:
The Contract Specialist: Responsible for managing and overseeing service and maintenance contracts. This role ensures all contractual relationships with vendors and service providers support regulatory compliance, safety, operational efficiency, and high-quality resident care.
Key Job Duties and Responsibilities:
- Contract Management:
- Develop, review, negotiate, and manage contracts related to building maintenance, HVAC, landscaping, snow, plumbing, electrical, waste removal janitorial, elevator, fire and life safety systems, pest control, generators and others
- Ensure all contracts align with company policies, budget constraints, and regulatory requirements.
- Track contract renewal dates, performance benchmarks, and service level agreements (SLAs).
- Vendor Coordination:
- Source and evaluate vendors and contractors for maintenance services based on qualifications, pricing, compliance, and past performance.
- Maintain positive relationships with vendors, addressing performance issues, delays, or contract non-compliance promptly.
- Facilitate onboarding and orientation of new vendors, ensuring understanding of community-specific needs and resident sensitivities.
- Compliance and Risk Management:
- Ensure all maintenance contracts comply with local, state, and federal regulations, including OSHA, ADA, and fire safety.
- Monitor vendor insurance certificates, licenses, and background checks.
- Participate in audits and inspections related to community maintenance and ensure appropriate documentation is available.
- Community Support & Maintenance Oversight:
- Collaborate with community leaders to identify ongoing maintenance needs and long-term capital projects.
- Review contractor work for quality, completeness, and adherence to agreed timelines.
- Financial Oversight:
- Assist in budgeting and forecasting for maintenance-related expenses.
- Review and approve vendor invoices, ensuring alignment with contract terms and completion of services.
- Track cost savings and identify areas for increased operational efficiency.
- Documentation & Reporting:
- Maintain an organized system of all contracts, work orders, vendor certifications, and compliance documents.
- Generate regular reports on contract performance, costs, and vendor reliability for internal stakeholders.
- Document changes, amendments, or terminations of contracts with full traceability.
- Cross-Functional Collaboration:
- Liaise with executive leadership, legal teams, procurement, and community operations to ensure contracts meet organizational objectives.
- Communicate regularly with senior living staff to assess service quality and resident satisfaction related to maintenance functions.
Preferred Qualifications:
- Experience in senior living, healthcare, or residential property management.
- Familiarity with regulatory standards in senior housing.
- Strong knowledge of contract law and vendor management.
- Excellent organizational, negotiation, and communication skills.
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