Job Description

Contract Specialist

CommonSail Investment Group

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:

1. 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).
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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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