Contracted Services Administrator

Welcome to Land, Buildings & Real Estate

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a LEGACY.”

Contracted Services provides strategic oversight and administration of essential service contracts that support Stanford’s academic buildings, grounds, and campus facilities. The department is responsible for contract compliance, vendor performance, quality assurance, preventive maintenance validation, invoice validation, documentation, customer service standards, and service accountability.

Contracted Services supports a diverse, high-volume portfolio of contracted services, including custodial, elevators, pest control, roofing, loading dock equipment, dock levelers, roll-up doors, fire doors, and other facility services. The department works closely with vendors, building stakeholders, LBRE teams, and campus partners to ensure services are performed safely, accurately, and in alignment with scope of work requirements, schedules, frequencies, and University standards.

Provide administrative, operational, and field support to Contracted Services, including customer service, quality assurance, preventive maintenance validation, vendor coordination, issue tracking, recordkeeping, invoice validation, and contract compliance.

This hands-on role includes conducting in-person service quality checks, documenting field observations, verifying contractor work, following up on complaints or service issues, and supporting major facility service contracts. The successful candidate demonstrates reliability, punctuality, ownership, critical thinking, attention to detail, strong customer service, and dependable follow-through.

On-site work is required five days per week, Monday through Friday. The standard schedule is 7:00 a.m. to 3:30 p.m. or 6:00 a.m. to 2:30 p.m., depending on departmental needs. Early-morning inspections are required.

• Support operational follow-up for Contracted Services by coordinating vendor work, responding to service concerns, and tracking open issues to resolution.
• Maintain reliable and punctual onsite presence to support inspections, vendor coordination, customer follow-up, meetings, and operational needs.
• Conduct onsite field evaluations and quality assurance inspections to confirm contractor performance, service quality, and contract compliance.
• Review scope of work requirements, schedules, frequencies, and service standards to help verify that vendor work is being performed as required.
• Confirm completion of preventive maintenance by reviewing service records, notifications, vendor documentation, photos, system entries, and field conditions.
• Follow up on complaints, service issues, preventive maintenance activities, and corrective tasks to support timely resolution and customer satisfaction.
• Deliver responsive customer service to University stakeholders by acknowledging concerns, providing updates, and helping resolve facility-related problems.
• Communicate clearly and professionally, both in writing and verbally, with vendors, University stakeholders, building contacts, and Contracted Services leadership.
• Prepare and maintain accurate written documentation, including emails, meeting notes, inspection reports, service updates, action items, customer replies, handwritten field notes, and tracker entries.
• Track open items, vendor commitments, service deficiencies, inspection findings, customer concerns, and corrective work through completion.
• Take ownership of assigned inspections, vendor follow-ups, service issues, and documentation updates until completed or properly escalated.
• Apply critical thinking, sound judgment, and problem-solving in the…