Job Description

FLSA CODE: Exempt

NORMAL WORK HOURS: 40 hours per week, Monday-Friday

IMMEDIATE SUPERVISOR: Director of Facilities Operations & Campus Stewardship

POSITION SUMMARY:

The Manager, Facilities Operations & Service Vendors, is responsible for the day-to-day operation of Olin College's maintenance program, including management of the campus work order system, preventive maintenance program, and contracted service providers. The position ensures that campus buildings, infrastructure, and building systems are maintained safely, efficiently, and in accordance with applicable codes, institutional standards, and contractual requirements.

The Manager serves as Olin's primary representative for maintenance operations, developing collaborative relationships with service vendors while ensuring accountability for performance, safety, responsiveness, and customer service. Working closely with the Director of Facilities Operations & Campus Stewardship, the Manager oversees maintenance activities, validates contractor performance, monitors operational metrics, and ensures that Olin receives maximum value from its maintenance service agreements.

This position requires advanced proficiency in Brightly Asset Essentials (or a comparable Computerized Maintenance Management System) to administer work orders, preventive maintenance programs, asset records, contractor assignments, service histories, reporting, and operational performance metrics. The Manager serves as the College's subject matter expert for the CMMS, ensuring accurate data, efficient workflows, and continuous improvement of maintenance operations.

RESPONSIBILITIES:

Maintenance Operations

• Manage the daily operation of the College's maintenance program.
• Coordinate maintenance activities to ensure safe, reliable, and uninterrupted operation of campus facilities.
• Support emergency maintenance response and coordinate contractor response during facility incidents.
• Assist in developing annual maintenance plans and operational priorities.
• Monitor maintenance expenditures and recommend opportunities for improved efficiency and cost control.

Service Vendor Management

• Serve as the primary day-to-day liaison with all contracted facilities service providers.
• Administer service agreements for HVAC, electrical, plumbing, elevators, fire protection, life safety systems, generators, building automation systems, custodial services, landscaping, pest control, roofing, and other specialty trades.
• Ensure vendors comply with the scope of work, contractual obligations, performance standards, and response time requirements.
• Conduct regular contractor performance meetings and prepare vendor performance evaluations.
• Review preventive maintenance activities, inspection reports, staffing levels, and service documentation.
• Verify contractor invoices against completed work and contractual requirements prior to payment approval.
• Identify service deficiencies and implement corrective action plans when contractor performance falls below established expectations.
• Participate in the development of specifications, procurement, contract negotiations, and renewal of maintenance service agreements.
• Foster collaborative relationships with contractors while maintaining accountability for quality, safety, responsiveness, and customer satisfaction.

Work Order Management

• Administer the campus work order system from initial request through completion and close-out.
• Prioritize maintenance requests based on life safety, operational impact, regulatory requirements, and customer service needs.
• Assign work to contracted service providers and internal maintenance personnel, as appropriate.
• Monitor work order response times, completion rates, backlog, and customer satisfaction.
• Verify satisfactory completion of work prior to closing work orders.
• Develop and monitor Key Performance Indicators (KPIs) related to maintenance operations and contractor performance.
• Analyze maintenance trends and recommend improvements to service delivery and operational efficiency.

Computerized Maintenance Management System (CMMS)

• Serve as the College's primary administrator and subject-matter expert for Brightly Asset Essentials.
• Maintain accurate asset records, preventive maintenance schedules, warranties, equipment documentation, and maintenance histories.
• Configure and continuously improve work order workflows, preventive maintenance schedules, and inspection programs.
• Develop, assign, monitor, and close work orders while ensuring accurate labor, contractor, material, and equipment information is captured.
• Develop dashboards and operational reports measuring work order performance, preventive maintenance completion, contractor performance, equipment reliability, deferred maintenance, and maintenance backlog.
• Train campus staff and service vendors on appropriate CMMS processes and procedures.
• Ensure the integrity, completeness, and accuracy of maintenance data to support operational decision-making and long-term asset management.
• Identify opportunities to improve maintenance efficiency through automation, standardized workflows, and expanded use of CMMS capabilities.

Preventive Maintenance & Asset Management

• Ensure all preventive maintenance activities required under maintenance service agreements are completed on schedule.
• Audit contractor maintenance records and verify completion through inspections and documentation.
• Coordinate annual inspections, regulatory testing, certifications, and recurring compliance activities.
• Monitor equipment condition and maintenance history to support life cycle planning and capital renewal.
• Assist in maintaining a comprehensive inventory of campus assets and building systems.

Quality Assurance & Contract Compliance

• Conduct periodic inspections of contractor work for quality, completeness, and compliance.
• Monitor contractor compliance with OSHA regulations, campus safety policies, insurance requirements, permitting requirements, and contractor qualification standards.
• Ensure contractors comply with campus access procedures, lockout/tagout requirements, confined space procedures, and other applicable safety protocols.
• Maintain documentation of contractor performance and implement corrective action when required.
• Prepare periodic reports summarizing contractor performance and compliance with contractual Key Performance Indicators.

Customer Service

• Serve as the primary point of contact for campus maintenance requests.
• Communicate maintenance schedules, planned outages, project impacts, and repair status with faculty, staff, students, and campus partners.
• Resolve customer concerns in a professional, responsive, and solutions-oriented manner.
• Promote a culture of exceptional customer service, accountability, and continuous improvement.

Administrative Responsibilities

• Maintain accurate records for contracts, warranties, inspections, permits, service reports, equipment documentation, and maintenance histories.
• Assist in preparing annual operating budgets for contracted maintenance services.
• Monitor contract expenditures and identify opportunities for operational efficiencies and cost savings.
• Prepare reports and presentations using maintenance and asset data to support leadership decision-making.
• Support departmental planning, procurement activities, and continuous improvement initiatives.

EXPERIENCE AND QUALIFICATIONS:

• Bachelor's degree in Facilities Management, Engineering, Construction Management, Business Administration, or a related field, or an equivalent combination of education and experience.
• Five (5) or more years of progressively responsible experience in facilities management, building operations, maintenance management, or contractor administration.
• Demonstrated experience managing multiple maintenance service contracts and vendor performance.

Benefits

Olin College prides itself on offering to faculty and staff comprehensive benefits that provide both choice and value. These benefits are an important part of total compensation.

Full-time employees scheduled to work at least 30 hours per week may be eligible for the following benefits:

Core Benefits

• Medical (three different options)
• Dental
• Vision
• Basic Life and AD&D Insurance (company paid)
• Paid Family Medical Leave
• Long Term Disability (company paid)
• 403(b) Retirement Plan with company match
• Liberal sick and vacation time and paid holidays
• Free parking

Additional Benefits

• Health Savings Account (HSA)
• Flexible Spending Accounts (FSA)
• Employee Assistance Program (EAP)
• Voluntary Life Insurance
• Business Travel Insurance
• Supplemental 403(b) Retirement Plan
• Travel Assistance Services (company paid)
• Pet Insurance

Please note that benefits are subject to change at any time.