Senior Manager, Construction Change Orders

Contract Services is responsible for the procurement and administration of professional services and construction contracts, including alternative delivery methods such as Construction Management at Risk and Design Build. The group supports the MBTA’s multi-billion-dollar Capital Investment Plan (CIP) throughout the full delivery lifecycle, from contract procurement, contract administration including management of contract changes and amendments, invoice review and payment processing, dispute resolution to contract closeout., The Senior Manager of Change Order Management will assist the Director of Change Order Management to provide technical advice and support to project delivery teams in matters of construction contract change management, including but not limited to Work Directives, change orders, risk reallocations, construction quantity variances, contract time extensions, and claims., * Work closely with the Director of Contractor Change Management to assist in managing the MBTA Capital Programs Change Order group.

• Assist the Director of Change Management with staff hiring department organization, workflow, and policy development for processing construction change orders on MBTA contracts.
• Review, update and support the implementation of MBTA policies and procedures, including Change Order Manual and Standard Operating Procedures (SOPs), to ensure that all construction contract change actions, including work directives, change orders, risk reallocations, construction quantity variances, time extensions, and claims are being processed according to all MBTA Standard Specifications and MBTA Change Order guidelines.
• Coordinate the interface of MBTA Project Management Information Systems (PMIS), Capital Management System (CMS), and PeopleSoft (FMIS) to ensure seamless integration of contractor change actions.
• Manage and update staff assignments to balance workload responsibilities.
• Provide Change Order reports derived from all data management systems to the Director of Contractor Change Management weekly, monthly or as otherwise requested.
• Assist the Director of Contractor Change Management in overseeing claims consultants
• Assist change order and project staff in the review, analysis, negotiations, and resolution of complex change order issues and problems.
• Assist with the training of Project Managers and staff for compliance with MBTA policies, procedures, and protocols of construction change management.
• Review, analyze, and recommend necessary revisions to proposed change order costs including Collective Bargaining Agreements and prevailing wage rates, labor production indexes, materials, equipment, overhead costs and profit factors for compliance with contract specifications and standard industry practice.
• Attend job meetings as required and visit job sites and field offices to obtain first-hand knowledge of complex projects, base contract, and change order scopes of work.
• Provide support for negotiations with contractors and presentation of proposal analysis, documenting all steps of negotiations and outcome.
• Write a comprehensive record of negotiations and explanation of why additional work is necessary.
• Review specifications and drawings and confirm that the requested work is not in the bid design.
• Review all subordinate work product to ensure that the information presented in construction change order packages is accurate.
• Proactively resolve problem issues and expedite the change order process.
• Draft internal memos and correspondence on policy issues as required.
• Oversee the maintenance of departmental filing system for change order records and documents.
• Maintain up-to-date policy and form documents, ensuring all changes are integrated into the MBTA’s systems and relevant internal and external websites. Support Capital Programs departments during audits and other reporting period evaluations.
• Respond to each inquiry, whether from a customer, vendor, or co-worker in a professional and courteous manner.
• Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
• Manage the workforce by ensuring fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreements (if applicable) and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
• Perform all other duties and projects that may be assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

Supervision

• Direct supervision of Senior Change Order Analysts, Change Order Analysts, Senior Project Coordinators and Project Coordinators.

• A Bachelor’s Degree from an accredited institution in Engineering, Construction Management, Building Construction, Architecture, or related field.
• Five (5) years of experience in contract management and/or administration including the preparation and review of change orders for heavy construction or transit industry construction projects.
• Two (2) years related experience in a managerial, supervisory, or leadership capacity.
• Effective organizational, analytical, confidentiality, multi-tasking, time management and interpersonal skills.
• Experience utilizing estimating software applications.
• Proficient in MS Word, Excel, PowerPoint, SharePoint, and database applications.
• Excellent customer service and conflict resolution skills.
• Demonstrated ability to comprehend and communicate effectively with customers, employees, and vendors.
• The ability to provide internal and external customers with a courteous and professional experience.
• Ability to travel to various MBTA worksites, offices, and locations.
• The ability to supervise and work effectively with a diverse workforce., * A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the Bachelor’s degree requirement.
• An Associate’s degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the Bachelor’s degree requirement.
• A Master’s degree in a related subject substitute for two (2) years of general experience.
• A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience

Preferred Experience & Skills

• A Master’s Degree from an accredited institution in Construction Management, Building Construction, Public Administration, Engineering, or Architecture.
• Ten (10) years of experience in contract management and/or administration including the preparation and review of change orders for heavy construction or transit industry construction projects.
• Five (5) years related experience in a managerial, supervisory, or leadership capacity.
• Construction change order experience in the transit industry.
• Prior management experience of contract administration or change order staff.
• Working knowledge of e-Builder, CMS and FMIS.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s core values are built around safety, service, equity, sustainability, culture, and accessibility, and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.