Manager, Contract and Vendor Operations/Compliance

Classification: Exempt/Full Time

Department: Executive 

Reports To: Senior Vice President, General Counsel

Job Summary

The Senior Manager, Contract & Vendor Operations/Compliance is responsible providing support for contracting, internal compliance, and risk management functions within the department and across the organization to ensure the integrity of operations and compliance with applicable laws and regulations.

Essential Functions

• Responsible for contract management.
  • Oversee full contract management life cycle including development, analysis, and interpretation.
  • Develop policies and procedures to mitigate risks and ensure compliance with business principles and legal requirements.
  • Ensure compliance with contract policies, procedures, and standard operating practices to provide successful proposal and contract execution.
  • Work with staff and management to advise, interpret, and resolve complex contractual challenges, including ability to meet schedules, technical requirements, and requirement changes.
  • Liaise with IT and Accounting and Finance to develop and maintain financial and procurement systems, especially related to Cloud storage, CRM systems, and financial software.
  • Ensure all contracts, reports, and records are maintained in compliance with document retention guidelines.
• Responsible for RFP management.
  • Lead and analyze RFI, RFQ, RFPs and other bid documents for requirements.
  • Prepare, review, and advise on RFP statements of work, contract terms, and conditions to ensure alignment with business guidelines and principles, ensure deliverables tie to criteria and submission is fully compliant with instructions and delivered timely.
  • Support staff in assembling distribution lists.
  • Manage bid integrity and anonymity of processes, written correspondence, communication systems, and score analysis with guidance from VP, General Counsel.
  • Establish and maintain all proposal and procurement sites.
• Responsible for procurement compliance.
  • Conduct staff training including development of materials and provide ongoing support in consultation with VP, General Counsel.
  • Review documentation for justification for award.
  • Review vendor landscape to identify potential RFP bid candidates.
  • Review and revise procedures and reports periodically to identify risks with VP, General Counsel.
  • Develop contracts including building exhibits with established vendors or other templated agreements. 
• Responsible for vendor risk management.
  • Work with VP, General Counsel and Operations team to develop and review processes and procedures related to risk mitigation. 
  • Oversee material collection related to risk management analysis.
  • Maintain confidential and non-routine information.
  • Liaise weekly with internal Accounting and Finance/external audit to reconcile vendor invoices, track discrepancies, and ensure compliance of all parties with contractual obligations. 
  • Oversee reporting for finance administration, Salesforce administration, and account management including unlocking, deactivating, and changing owners, helping to run and fine-tune finance related revenue and expenditure reports, adjusting records, and working with contract managers and Accounting and Finance as necessary.
• Report to work on a regular basis and is available for occasional after-hours emergency calls and projects.

Additional Responsibilities

• May be asked to perform additional duties not listed in the job description as required by business needs.

Job Qualifications

• Bachelor’s Degree in Business or related field or equivalent work experience.
• Minimum 6 years of experience in compliance.
• Ability to develop and execute functional area goals and priorities in alignment with business objectives.
• Ability to solve problems without clear precedent.
• Ability to set standards and policies for functional area.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills and ability to collaborate across the organization and externally.
• Ability to contribute productively as a member of a diverse team and foster an inclusive environment.
• Fervent attention to detail and ability to manage multiple priorities.
• Dedicated remote work area that is quiet enough for employee to concentrate is required. Must have homeowner’s or renter’s insurance and the ability to comply with company technology, safety, and health requirements.
• Ability to travel on occasion as required to attend meetings and/or events.
• Ability to frequently operate a computer and other office productivity machinery.
• Ability to lift up to twenty (20) pounds.
• Ability to perform the essential functions with or without a reasonable accommodation.
• May require more than forty (40) hours per week to perform the essential duties of the position.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of job functions, responsibilities, or requirements and does not include the general job performance expectations applicable to all employees (e.g., regular, timely attendance).

SCHEDULE

 Brand USA’s business hours are Monday through Friday, from 8:30 a.m. to 5:30 p.m. Our standard work hours may vary based upon position requirements. Additional hours may be required during peak times, which may require an adjusted work schedule, overtime, and evening/weekend hours in order to meet deadlines.

AMERICANS WITH DISABILITIES ACT (ADA)

 Brand USA will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. ^[i]

Brand USA has an organizational commitment to the principles of diversity and inclusion.  In that spirit, we welcome all qualified individuals without regard to race, religion, creed, color, gender, sexual orientation, age, disability, economic circumstances, national origin or veteran status.

Qualifications