Campus Relations Business Manager

DEPARTMENT

Campus Relations

Overview

The Campus Relations Business Manager will serve the following core functions for our Operations team: Manage our Performance and Campus Operating contracts along with purchasing of material/tools across campus. Support unit leaders in managing various shared budgets. Review purchasing requisitions that are entered into the LCPA financial/account system (NetSuite) to ensure departments are adhering to the Purchasing Policy guidelines. Play a key role in facilitating the organizations purchasing policies.

PRIMARY RESPONSIBILITIES

Performance and Campus Operations contracts/procurement management:

• Manage contractual issues and changes for Operations team.
• Ensure that changes are communicated to the appropriate stakeholders.
• Work closely with Lincoln Center’s Legal Counsel during contract review.
• Provide guidance to operations staff on contractual matters. i.e. contract expiration dates, contracts low in value.
• Work closely with the finance team to confirm proper expense coding and accounts payable to resolve invoicing issues and expedite payment.
• Write and maintain accurate contracts and purchasing documents, files, records (e.g., requests for proposals, vendor files, bid documents, quotes, COI, warranties,) for the purpose of availability of documentation and audit committee.
• Maintain database of campus maintenance agreements to ensure documentation, including contractual agreements, COIs, and other associated documentation remains up to date.
• Prepare and maintain various reports and tracking mechanisms for internal distribution.
• NetSuite entry for the campus operations team
• Serve as a liaison with vendors including monitoring and consolidating orders and addressing questions regarding their purchase orders/processes, contract terms, and conditions and invoicing.
• Support business unit leads in managing and tracking spending against various shared budgets.
• Provide supplemental support for weekly payroll submissions.
• Support managers in facilitating and tracking Request for Proposal (RFP) process to ensure best procurement practices are followed across departments

Centralized Procurement:

• Procure materials & goods for Lincoln Center Campus and its Constituents.
• Ensuring departments are following LCPA Purchasing policies:
• Work with vendors to obtain competitive pricing where possible.
• Stream-lining procurement across departments/campus guaranteeing departments are using approved vendors and are following the purchasing guidelines and tax exemption policies where possible.
• Account management and approvals for campuswide shared vendor accounts
• Manage procurement requests from LCPA departments and its Constituents.
• Monthly credit card reconciliation and submission into NetSuite.
• Assist with submitting processing payments of vendor invoices into NetSuite.
• Review contracts and convert requests campus wide for PO#s to ensure adherence to LCPA purchasing policies.
• Great attention to details: Reviewing vendor pricing, proposals, and contracts submitted to the purchasing department for approval.
• Ability to prioritize and muti-tasked urgent requests amongst competing daily tasks.
• Consolidate relationships with core vendors to bring all LCPA users under one centralized account. i.e., Grainger, Amazon, Staples.
• Monitor overall spending and provide controls of order approval process.
• Working to increase LCPA’s local and MWBE vendors.

You’ll be a good fit if you have:

• Bachelor's Degree in a related field, and 2-4 years of experience in procurement, contracts management, or a similar role.
• Strong understanding of procurement processes, vendor management, and contract negotiations.
• Experience with financial management systems, such as NetSuite, is highly desirable.
• Excellent communication and collaboration skills, with the ability to work cross-departmentally.
• Exceptional attention to detail and strong organizational skills.
• Ability to multitask and manage multiple priorities in a fast-paced environment.
• Familiarity with sourcing strategies, vendor relationships, and purchasing policies, including tax exemptions.
• Experience with budget management and financial tracking.
• Knowledge of MWBE (Minority- and Women-Owned Business Enterprise) vendors and local sourcing strategies is a plus.