Contracts Manager – HVAC, Maintenance & Vendor Services
CommonSail Investment Group
CommonSail Investment Group is seeking a Contracts Manager to own and optimize all vendor and referral partner contracts across our senior living portfolio. This is a high-impact, cross-functional role responsible for managing complex service contracts (HVAC, life safety, environmental services, landscaping, etc.) alongside third-party referral partnerships. You will drive cost control, contract performance, and occupancy growth through strong negotiation, analytics, and operational alignment. This position owns outcomes, vendor performance, and financial accountability.
Why Join CommonSail:
1. Be part of a growing company where there’s real opportunity to learn and develop
2. Generous PTO so you can take time to recharge
3. Competitive benefits package
4. Cell phone reimbursement
5. Wellness reimbursement
6. A collaborative, team-oriented culture that values connection and having fun along the way
What We’re Looking For:
7. 2-3 years of experience in contract management, vendor sourcing, or procurement
8. Proven subject matter expert in multi-site facilities contracts, including HVAC, life safety systems, environmental services, landscaping, and related outsourced services
9. Preferred experience in senior living, healthcare, or residential property management
10. Hands-on experience negotiating contracts and working with legal teams
11. Proven ability to manage multi-site vendor contracts across building systems and services
What You’ll Do:
Contract Strategy & Negotiation
12. Lead drafting, redlining, and negotiation of vendor and referral partner contracts
13. Manage a high-volume portfolio of contracts across multiple communities
14. Drive RFPs, bid leveling, and vendor selection to ensure best value and service quality
15. Establish and enforce SLAs, pricing structures, and performance terms
Vendor & Facilities Services Management
16. Oversee contracts across key service lines: HVAC, plumbing, electrical, life safety systems, waste management, landscaping, snow removal, janitorial, pest control, and more
17. Build and manage a high-performing vendor network across multiple markets
18. Evaluate vendor performance and take action (renegotiate, replace, consolidate) as needed
Referral Partnerships & Revenue Impact
19. Manage third-party referral relationships (e.g., A Place for Mom, CarePatrol)
20. Validate referral-to-move-in conversions prior to commission payout
21. Analyze partner performance, lead quality, and ROI
22. Optimize partnerships to support occupancy and revenue goals
Financial Oversight & Cost Control
23. Own oversight of vendor and referral spend
24. Validate and reconcile invoices against contract terms and delivered services
25. Identify cost savings opportunities and drive margin improvement
26. Partner with Finance and Accounts Payable to ensure accuracy and accountability
Compliance & Risk Management
27. Ensure all contracts meet regulatory requirements (OSHA, ADA, fire/life safety, etc.)
28. Maintain vendor compliance documentation (insurance, licensing, certifications)
29. Mitigate operational and financial risk through strong contract governance
Data, Reporting & Performance Management
30. Build and track vendor scorecards, KPIs, and SLAs
31. Monitor referral conversion rates and cost per move-in
32. Provide actionable insights to leadership on vendor performance and partner ROI
Cross-Functional Leadership
33. Partner with Operations, Sales, Marketing, Finance, Legal, and Procurement
34. Support field teams across a multi-site portfolio
35. Act as the central point of accountability for all external vendor and referral relationships
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