Assistant Contracts Manager The Assistant Contracts Manager supports the Project Manager in the day-to-day administration, coordination, and execution of janitorial and integrated facility service contracts for an automotive manufacturing client with initial locations in Northeast Ohio and Buffalo NY. This position assists with subcontractor oversight, customer relationship management, service delivery, contract compliance, and operational performance to ensure contractual obligations and customer expectations are consistently met. The Assistant Contracts Manager serves as a key liaison between customers, subcontractors, and site leadership while supporting continuous improvement initiatives and acting on behalf of the Contracts Manager when needed. Primary Goals and Responsibilities (include but not limited to) Contract Administration - Assist the Contracts Manager with the day-to-day administration of customer contracts and service agreements.
- Support the implementation and execution of contractual obligations, service level agreements (SLAs), and customer requirements.
- Monitor contract performance and identify opportunities to improve service quality and operational efficiency.
- Assist in preparing reports, contract documentation, and customer performance metrics.
- Serve as acting Contracts Manager during the absence of the Contracts Manager.
Vendor & Subcontractor Management - Assist with the oversight and coordination of subcontractors and service providers performing janitorial and facility support services.
- Monitor vendor performance against established Key Performance Indicators (KPIs), contractual requirements, and customer expectations.
- Conduct routine vendor audits, site inspections, and performance reviews.
- Coordinate corrective actions and follow-up with vendors when performance issues arise.
- Verify subcontractors maintain required licenses, certifications, insurance, and safety documentation.
Customer Relations - Develop and maintain positive working relationships with customers, site leadership, subcontractors, and internal stakeholders.
- Participate in customer meetings, site walkthroughs, and operational reviews.
- Assist in resolving customer concerns, service issues, and contract-related questions in a timely manner.
- Support customer satisfaction initiatives through proactive communication and follow-up.
Operational Support - Assist with coordinating daily service delivery to ensure contract requirements are consistently achieved.
- Support site leadership with operational planning, staffing coordination, and vendor scheduling as needed.
- Monitor work completion, service quality, and contract compliance.
- Assist in identifying opportunities to improve productivity, efficiency, and customer satisfaction.
Safety & Compliance - Support compliance with company policies, customer requirements, OSHA regulations, and applicable safety standards.
- Assist in ensuring subcontractors comply with all safety, environmental, and customer-specific requirements.
- Participate in safety audits, inspections, and corrective action follow-up.
- Support incident investigations and documentation when required.
Financial & Performance Management - Assist with monitoring contract budgets, vendor costs, and financial performance.
- Support invoice verification and reconciliation of subcontractor services.
- Assist in preparing budget recommendations, forecasts, and performance reports.
- Track operational metrics and support continuous improvement initiatives to maximize contract profitability.
Qualifications & Prior Experience: - Bachelor's degree in Business, Facilities Management, Operations Management, or a related field preferred.
- Three (3) to five (5) years of experience in contract administration, vendor management, facilities services, janitorial operations, or a related field.
- Experience coordinating subcontractors and customer service delivery.
- Knowledge of service contracts, performance metrics, and vendor management principles.
- Strong organizational, analytical, and problem-solving skills.
- Excellent communication and customer relationship management skills.
- Financial acumen with experience monitoring budgets and vendor expenditures.
- Proficient in Microsoft Office and standard business software.
- Ability to prioritize multiple assignments in a fast-paced operational environment.
- Ability to work independently while supporting cross-functional teams.
- Strong attention to detail and commitment to customer satisfaction.
- Certified Professional Contracts Manager (CPCM) or National Contract Management Association (NCMA) certification preferred but not required.
- Some travel required.
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