Contracts & Commercial Manager Candidate Information Pack
Dear Candidate,
Thank you for your interest in the role of Contracts and Commercial Manager at the University of London. This is a unique opportunity to join the university Residential Services team where you’ll play a pivotal role in ensuring our service providers excel and our commercial ventures thrive. This dynamic and rewarding position offers you the chance to work with a prestigious institution, build lasting partnerships, and contribute to the satisfaction and success of our students and guests. The university, through Residential Services, delivers student accommodation (approx. 3500 bedrooms) to our Federation’s students and summer commercial guests. In this multifaceted role, you will establish, develop, and maintain close working relationships with our service providers and partners, including the contractual management of third-party organisations who manage a proportion of the university’s halls of residence, ensuring that all parties understand and meet their obligations under University of London agreements. You will regularly meet with service providers to discuss performance, effectively communicate any issues, and ensure that audits are conducted to uphold the highest standards of performance, health & safety, and legislative compliance. Your keen eye for detail and commitment to excellence will ensure our buildings remain fit for student occupation at all times. On the commercial side, you will lead the summer lettings team in contract negotiations and spearhead efforts to maximize the growth of our summer lettings offering. By conducting thorough market research and proposing competitive rates, you will help us seize new opportunities and enhance our presence in the market. Representing the University at conferences and events, you will forge strong relationships with key clients and partners, continually seeking ways to improve our services and processes to deliver exceptional customer experiences. This role requires a strategic thinker with the ability to monitor legislative changes, business environments, and digital technologies that may impact our operations. You will maintain meticulous records, including reports and audit documentation, and escalate any non- compliant performance issues as needed. If you are passionate about delivering outstanding service, driving commercial growth, and contributing to a world-renowned academic institution, we invite you to apply for this exciting and impactful position.
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About the University of London The Role Person Specification How to Apply
Jamel Lee, Director of Residential Services
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About the University of London The University of London was founded in 1836 to promote access to higher education. We pioneered distance
We are a national leader in the humanities, and we promote their value to society and the economy through knowledge creation and exchange. We are also a federation of 17 esteemed higher education institutions, with collaboration at the heart of our ethos. The University of London federation is a collective community of more than 240,000 learners and 50,000 staff, delivering world-leading research across all disciplines. Our passion for increasing access to education and mobilising the collective power and expertise of the federation is central to our ability to transform lives around the world and address the global challenges of the future.
40,000+ students are studying our degrees around the world.
learning across the globe. We were the first University in the world to admit students regardless of their gender, race or religion. In 1878 we were the first UK university to award degrees to women. Improving access and equality of opportunity remains our mission to this day. Read more about our history. The University of London is a world- leading university with around 40,000 students studying across more than 190 countries.
120+ Recognised Teaching Centres across the world.
190+ Countries of origin of our students.
17 Members make up the University of London federation.
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The Role
To be responsible for procuring and managing third party service contracts for University of London with regards to the provision of student accommodation, having a strong focus on health and safety, statutory requirements and contract adherence by the University and contracted partners. The post holder will also be responsible for leading the University of London summer conferencing team, ensuring that income is maximised, and the service provided to summer partners is exceptional.
against service delivery and upkeep of the properties. • Investigate complaints with our partners and suppliers regarding those made against them by our residents. • Ensure that our partners and suppliers have an appropriate disaster plan in place in consultation with the University. • Assist the Head of Housing Services and Head of Residential Operations in contract negotiations. • Associated record keeping and administration must be of a high standard and evidencable. Any other duties reasonably required of the post holder by the Head of Department: • To actively follow and promote the University of London policies, including the University’s Dignity at Work and Equal Opportunities Policy and actively promote these wherever possible. • To maintain an awareness and observation of fire and health and safety regulations • Any other duties consistent with both the grade and scope of the post • Any other duties reasonably required of the postholder by the reporting manager. • Any other duties that may be assigned from time to time by the Residential Operations Manager, Director of Residential Services, or other senior colleague.
negotiations to ensure that the university is receiving competitive prices for services. • Be responsible for ensuring that conferencing partners are invoiced and pay agreed fees within agreed times. General • Maintain all PBSA lease documentation and compliance records such as insurance documentation and accreditation certificates. • To have an organised approach and reporting to ensure level of compliance is easily digestible to colleagues and highlighting of non-compliance. • Make recommendations for service level improvement to the benefit of students, University of London, it’s partners and suppliers. • Coordinating a joint response in the the University of London contract and implementing associated penalties. • Assessing our partners against health and safety compliance. • Ensure all statutory and contractual items are completed and failures are followed up and appropriately recorded and escalated. • Ensuring student satisfaction is measured, reported and suggestions to service improvement are delivered. • Measuring our partners and suppliers University to monitoring and taking action for non-compliance of our partners against against expected level of service to both the University of London and Residents alike. • Monitor sinking fund activities, act on behalf of the University regarding feedback on sinking fund activities and act to ensure funds are allocated in the best interest of the University and residents. • Attend meetings with our partners and suppliers and ensure the University is adequately represented by relevant departments. Keep strong recording of all agreements and actions and follow up within a reasonable timeframe. • Be an expert in the contract and associated service level agreements. Make recommendations for variations. • Conduct site visits to check performance
Contract Management • Establish, develop, and maintain close working relationships with University of London service providers and partners. • Be familiar with University of London agreements in place, ensuring all parties understand their obligations. • Meet with all service providers regularly to discuss performance and communicate any issues effectively. • Ensure audits are developed and used to identify all critical aspects of the service level and other agreements, with regard to performance, health & safety and legislative requirements, ensuring the buildings are fit for student occupation at all times. • Undertake regular audits, ensuring service providers meet the standards and legislative requirements as set out in the service level agreements and contractual obligations. Where service failures are identified, ensure these are accurately reported and reflected in performance reports, and are rectified within timescales. • Periodically review shared procedures in collaboration with University of London service providers, Soft FM Services and Accommodation management. • Ensure that service providers resolve complaints from residents effectively and professionally, and that any improvements to service delivery are identified, communicated, and implemented. • Maintain records, including reports and audit documentation. • Where required, escalate occurrences of non-compliant performance, as per the terms of each contract.
Commercial, Conferencing & Summer Lettings • Lead the summer lettings team in contract negotiations. • Carry out research and propose rates for the new academic year. • Seek opportunities to maximise growth of the summer lettings offering. • Attend and represent the university at necessary conferences and events. • Assess potential new markets/ business, organise relevant market research and coordinate resources. • Ensure high levels of customer service at all times, developing sales through improved processes. • Cultivate and develop relationships with key existing clients and partner organisations; analyse competitor businesses to identify opportunities. • Monitor Legislative changes, business environment and digital technology that may impact operations. Relationship Management • Develop and maintain a strong working relationship with the Residential, Facilities, Compliance and Health & Safety teams liaising regularly for key operational activities to ensure parity of service delivery for students living at both university managed, and 3rd party managed residences. Financial Management • Process and approve third party invoices relating to accommodation contracts, identifying, and resolving any inaccuracies. • Lead on market reviews and contract
Reports to: Director of Residential Services
Responsible for: Summer Lettings Manager
Additional demands of the role: As part of the Residential Services Management team, be prepared to stay overnight on occasions when required or to work early or late shifts as required by operational requirements and be part of an out of hours on call rota to support incidents and emergency response for the UoL and 3rd party halls.
Salary Up to £60,000 p.a
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Person Specification
Experience Essential: • Demonstrable experience in commercial third-party contract management, particularly regarding health and safety, compliance, and regulatory requirements • Experience of forming effective working relationships with long term contractual partners and/or external organisations Desirable: • Demonstrable experience in leading a successful sales/lettings function, ideally within the Higher Education sector. • Demonstrable understanding of issues affecting the facilities management sector • Understanding of HE sector and challenges arising. • Experience in performance management.
Personal Qualities Essential:
Education & Professional Qualifications Essential: • Degree or equivalent • Professional qualification in Facilities Management, Commercial Law or equivalent, or significant relevant experience • Qualification and training in relevant work areas which could include Health and Safety, Building Regulations (including the new Building Safety Act), Procurement and Budget Management
Competency Requirements Essential: • Adapting to Change • Commercial Awareness • Customer Focus • Leadership
• Ability to present information to colleagues, partners, and suppliers at differing levels of seniority. • Good IT literacy and business systems skills • Team worker with ability to work independently. • Excellent organisational, planning and time management skills. • Ability to own and resolve problems. • Well-developed negotiation skills Technical Knowledge & Skills Essential: • Proficient in use of Microsoft Office including Word and Excel • Excellent interpersonal skills and the ability to communicate effectively, both formally and informally, with people at all levels within and outside the organisation
• Organisational Commitment • Performance Management • Proactivity & Planning • Problem Solving and Decision Making • Resilience • Striving for Excellence • Self-development and commitment to learning • Working with Others
Desirable: • Creativity & Innovation • Interpersonal Understanding • Managing Resources
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How to Apply The Management Recruitment Group is working in Partnership with University of London to exclusively manage the recruitment process. For further information or to make an application please contact: Anna.Kacprzak – Resourcing Manager anna.kacprzak@mrgglobal.com Closing date for applications is Sunday 27th of October.
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