Contract Procurement Manager - Cary, United States - RAILINC

RAILINC Cary, United States

2 weeks ago

Full time

Description

Classification: Exempt

Reports to : General Counsel

Procurement:

Works with Railinc Staffing Companies/Vendors/Internal Stakeholders to ensure purchases/contracts are fully optimized with the best cost, quality, delivery, services, and terms & conditions. Evaluates Staffing Companies/Vendors and/or contracts and make the final recommendations regarding business terms. Serves as the escalation point and mediator during disputes between Vendors, selling/leasing counterparties and Railinc staff. Leads and directs the work of the Buyer. Determines areas of the business where new suppliers/Vendors are required and vet them with internal stakeholders.

Negotiates with sell-side Vendors looking for points that can help both sides accomplish their goals. Completes and finalizes transaction documents with necessary inputs from internal stakeholders including terms & conditions outlined in the purchasing document(s).

Oversees contract execution via Docusign or otherwise and ensures proper entry of contract documents on CAMS.

Builds Long Term Strategic Partnerships with key Vendors to cultivate trust, obtain optimal treatment, and gain access to insider or expert knowledge.

Maintains competitive bid environment through a bidding process when appropriate. Maintains key relationships with hardware and software Vendors and gains knowledge of the people, products, and internal processes so Railinc can maintain as many leverage points as possible.

Ensures invoices for services rendered are accurate. If discrepancies are identified, notifies management before invoice is submitted for payment.

Keeps track of all Vendor purchases/contracts and informs management when those purchases/contracts are coming up for possible renewal. Ensures adequate lead time to investigate alternatives to Vendors' product and/or services and selects alternative products and services if warranted.

Establishes standards and procedures for evaluating products and services. Develops, or assists in the creation of Requests for Information (RFI's), Requests for Quotes(RFQ's), Requests for Proposal(RFP's) and business cases.

Participates in the budgeting process as it relates to software, hardware, and services products.

Manages Contract Administration and Product Management Staff within Legal group to ensure all procurement contracts and related deadlines are properly entered on CAMS and communicated to internal Railinc stakeholders for all relevant purchasing activity.

Relies on extensive experience and judgment to plan and accomplish goals. Performs a variety of tasks.

Possesses broad understanding of software licensing, hardware procurement, and outsourcing agreements.

Manages procurement support personnel (, Product Manager) as necessary.

Coordinates Internal/External Vendor Audits for IT.

Shows creativity and flexibility in implementing day-to-day responsibilities.

Self-starter and closer. Continually follows up on tasks/projects to ensure that deadlines are met, and tasks/projects are closed.

Contracts Management:

Establishes, implements and maintains contract administration policies and procedures, including the development, review, approval, execution and documentation of all contracts and other agreements, including Non-Disclosure Agreements and Confidentiality Agreements, Pilot Program Agreements, Licensing Agreements, and Memoranda of Understanding, Master Service Agreements and Value-Added Reseller agreements.

As needed, engages in customer negotiations of contracts/agreements and related schedules, exhibits, statements of work and authorizations.

Coordinates with the General Counsel, various personnel and AAR's legal department (as necessary) in establishing agreements that reflect the interests of the Company, including standard and non-standard agreements.

Regularly reviews terms and conditions of various contracts for adequacy, appropriateness and key deadlines including terminations and renewals.

Oversees the day-to-day administration of Railinc's contract management "CAMS" systems.

In consultation with the General Counsel, proactively revises key terms and conditions to meet changing laws and standards.

Manages key contracts administration support personnel (, Contracts Specialist).

Under the direction of the General Counsel, CFO and AAR, coordinates and monitors compliance with applicable insurance requirements.

Legal Administration:

Reports to the General Counsel as primary contact for all bankruptcy notifications, filings and claims activities.

Under the direction of the General Counsel, drafts, update and monitors the company's data and records retention policy and maintains all records and notices subject thereto.

Under the direction of the General Counsel, maintains the Company's Terms of Use and related license and usage policies on the company's website's.

Drafts, updates and monitors RAILINC's data and records retention policy and maintains all records and notices subject thereto.

Under the supervision of the General Counsel, drafts, reviews and updates applicable trademarks and IP for RAILINC's products and services with the help of AAR's legal department (as necessary).

Assists the HIPAA compliance officer and Chief of Staff in implementing all HIPAA policies, including management of all applicable Business Associate agreements with third parties.

Manages execution of immigration-related documentation under direction of the Chief of Stuff and

Key Measures:

Product/Services Cost, Quality, Delivery, satisfaction of applicable contract terms

Ensures contracts are properly entered into CAMS for initiation of billing and payment workflows

Ensures all contract deadlines are managed across internal stakeholders, including the timely completion and execution of all contracts

Knowledge, Skills, Abilities/minimum requirements/competencies:

Excellent track record in providing outstanding and unparalleled operational excellence.

Ability to handle difficult/delicate situations with diplomacy and tact.

Solid understanding of commercial contractual terms, docket ad renewal management and contracts policies and procedures.

Proficiency with technology and Microsoft applications

Excellent detail and time management skills,

Strong writing and verbal communication skills.

Ability to effectively work with/communicate with/present to senior management team.

Skill in relationship development and management.

Ability to explain concepts with technical and non-technical staff.

Customer and outsourced partner interactions require courtesy, exchange of information, and problem solving.

Works effectively with all co-workers, team player.

Commitment to timely, accurate results.

Communicates effectively and in a professional manner.

Education, experience, certification/training

Experience & Education:

3-5 years contracts management/business/procurement experience with familiarity with outside service providers.

BA or BS degree in business field.

Prior experience as well as a proven track record in escalation management.

Project Management Certification and/or related experience.

Technical Knowledge & Skills

Broad technical knowledge/experience in the IT industry.

Previous success supporting high availability production infrastructures.

Strong problem solving and decision-making skills.

Ability to thoroughly carry out, review, and report on all aspects of the work.

Strong analytical skills and process improvement orientation.

Proficiency in word processing and spreadsheet creation and monitoring

Values:

Results: We deliver on our promises to create value for the freight rail industry through talented people, good ideas, business leadership and great technology.

Collaboration: We collaborate with our teams and our customers to get the job done, respecting individual ideas and contributions and moving forward in pursuit of shared goals.

Service: We serve the changing needs of our customers and our industry to enhance the value they bring to our community, the environment and our economy.

Physical Requirements:

Sedentary work : Assignment involves sitting at workstation (desk) most of the time (up to 8 hours) with only occasional walking and/or standing

Keyboarding : Primarily using fingers for typing

Talking : Expressing or communicating verbally through use of spoken words (accurately conveying detailed or important spoken instructions to others)

Hearing : Ability to receive detailed information through oral communication and to make discriminations in sound.

Visual : Through close visual acuity, required to perform activities such as: preparing and analyzing data and figures; transcribing; viewing computer terminal; extensive reading (with or without correction).

Environment : Work is performed within an office setting and therefore there is no substantial exposure to adverse environmental conditions (, extreme heat, cold, noise, etc.).

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