Manager, Facilities Operations & Service Vendors

Job Description

FLSA CODE:
Exempt

NORMAL

WORK HOURS:

40 hours per week, Monday-Friday

IMMEDIATE SUPERVISOR:
Director of Facilities Operations & Campus Stewardship

OTHERS WHO MAY ASSIGN WORK:
Chief Operating Officer

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.

• 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.

• 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.

• 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…