Facilities and Rental Properties Coordinator

Facilities and Rental Properties Coordinator

Apply for the Facilities and Rental Properties Coordinator role at Wesleyan University
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The Physical Plant team is responsible for operations and maintenance of approximately 300 Wesleyan University buildings, including a central power plant that encompasses almost 3 million square feet. The team includes skilled tradespeople who maintain and repair campus buildings and associated equipment. The property management portfolio consists of 109 rental housing units ranging from apartments, multi‑family dwellings, and single‑family homes.

• Collaborate with building occupants to establish short‑ and long‑term goals for maintenance and renovations.
• Plan, schedule, and monitor required work performed by the maintenance teams to ensure efficient and best‑value outcomes.
• Collect and organize information on equipment and building systems to develop planned and preventive maintenance schedules.
• Lead the identification, sourcing, bidding, and implementation of all preventive maintenance contracts and activities utilizing internal and external resources.
• Ensure that all service contracts are maintained and administered efficiently.
• Lead the creation of a safe and efficient work control plan by organizing and scheduling work across multiple trades.
• Create and maintain planned maintenance schedules for classrooms, conference rooms, and other highly utilized spaces.
• Collaborate with project managers and trades staff to lead the construction‑to‑operations turnover process for new and renovated spaces and buildings.
• Review and inspect outstanding work orders for facilities operations daily to identify incomplete, overdue, or unscheduled work.
• Establish benchmarks for routine tasks to ensure workload, productivity, and staffing requirements are balanced.
• Evaluate requests for proposals and ensure compliance with contract terms and conditions.
• Establish and maintain advanced work planning for capital improvements and projects.

• Serve as the primary contact for tenants, addressing concerns, requests, and lease inquiries.
• Prepare, maintain, and track annual leases and renewal offers for all faculty and staff rental units.
• Conduct an annual review of all tenants to ensure compliance with on‑campus rental policies.
• Assess and forecast rental rates based on market data.
• Serve as the liaison with Residential Life staff that administer graduate housing services.
• Schedule and oversee maintenance and repairs to ensure rental properties remain in excellent condition through routine inspections.
• Plan and oversee turnover maintenance for the 20‑40 units that are vacated annually.

Other duties as assigned.

Physical demands/working conditions include sitting, standing, repetitive movement, balancing, reaching, twisting, bending, climbing, carrying, pulling/pushing, lifting (50‑100 lbs.), climbing ladders, and working from platforms and heights as needed. Ability to perform the responsibilities of the position listed above with or without reasonable accommodation.

This is an exempt, full‑time position. Typical work hours are Monday – Friday 7:00 a.m. – 3:30 p.m. The position requires occasional nights, holidays and weekends as directed and several weekends for campus events.

• Associate’s degree and a minimum of four years of experience in facilities coordination, maintenance coordination, property management, or a similar role; or an equivalent combination of education, training, and experience.
• Ability to read and interpret blueprints, floor plans, technical drawings, leases, work orders, and basic contract documentation.
• Foundational understanding of building systems (e.g., HVAC, electrical, plumbing) and preventive maintenance concepts, or the ability to learn these quickly.
• Demonstrated ability to follow established routines and standards when performing tasks in facilities and property operations.
• Demonstrated ability to coordinate vendors, contractors, or service providers, including scheduling work, monitoring performance, or supporting contract administration.
• Proven communication skills with the ability to share clear information and guide the…