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:

• Be part of a growing company where there’s real opportunity to learn and develop
• Generous PTO so you can take time to recharge
• Competitive benefits package
• Cell phone reimbursement
• Wellness reimbursement
• A collaborative, team-oriented culture that values connection and having fun along the way

What We’re Looking For:

• 2-3 years of experience in contract management, vendor sourcing, or procurement
• Proven subject matter expert in multi-site facilities contracts, including HVAC, life safety systems, environmental services, landscaping, and related outsourced services
• Preferred experience in senior living, healthcare, or residential property management
• Hands-on experience negotiating contracts and working with legal teams
• Proven ability to manage multi-site vendor contracts across building systems and services

What You’ll Do:

Contract Strategy & Negotiation

• Lead drafting, redlining, and negotiation of vendor and referral partner contracts
• Manage a high-volume portfolio of contracts across multiple communities
• Drive RFPs, bid leveling, and vendor selection to ensure best value and service quality
• Establish and enforce SLAs, pricing structures, and performance terms

Vendor & Facilities Services Management

• Oversee contracts across key service lines: HVAC, plumbing, electrical, life safety systems, waste management, landscaping, snow removal, janitorial, pest control, and more
• Build and manage a high-performing vendor network across multiple markets
• Evaluate vendor performance and take action (renegotiate, replace, consolidate) as needed

Referral Partnerships & Revenue Impact

• Manage third-party referral relationships (e.g., A Place for Mom, CarePatrol)
• Validate referral-to-move-in conversions prior to commission payout
• Analyze partner performance, lead quality, and ROI
• Optimize partnerships to support occupancy and revenue goals

Financial Oversight & Cost Control

• Own oversight of vendor and referral spend
• Validate and reconcile invoices against contract terms and delivered services
• Identify cost savings opportunities and drive margin improvement
• Partner with Finance and Accounts Payable to ensure accuracy and accountability

Compliance & Risk Management

• Ensure all contracts meet regulatory requirements (OSHA, ADA, fire/life safety, etc.)
• Maintain vendor compliance documentation (insurance, licensing, certifications)
• Mitigate operational and financial risk through strong contract governance

Data, Reporting & Performance Management

• Build and track vendor scorecards, KPIs, and SLAs
• Monitor referral conversion rates and cost per move-in
• Provide actionable insights to leadership on vendor performance and partner ROI

Cross-Functional Leadership

• Partner with Operations, Sales, Marketing, Finance, Legal, and Procurement
• Support field teams across a multi-site portfolio
• Act as the central point of accountability for all external vendor and referral relationships

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