Facilities and Rental Properties Coordinator

Wesleyan Assurance Society

1d•Onsite

About The Position

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 physical plant 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. Reporting to the Facilities Business Manager, the Facilities & Rental Property Coordinator plays a key role in keeping these spaces functional and compliant. This position administers service contracts, oversees building maintenance, efficiency and safety, manages the rental property portfolio, and serves as a central point of coordination for vendors, contractors, and tenants. This role ensures facilities and rentals meet operational needs, regulatory standards, and expectations for quality and service. Responsibilities include: Facilities Management Collaborate with building occupants to establish short and long-term goals for maintenance and renovations to meet each facility’s programmatic needs. Plan, schedule, and monitor required work performed by the maintenance teams, ensuring that work, including labor, materials, and contracted work, is completed efficiently and at the best value to the University. 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 (service technicians) and external resources (contractors). Ensure that all service contracts are maintained and administered in an efficient manner. 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 all 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 that workload, productivity, and staffing requirements are in balance. Evaluate requests for proposals and ensure compliance with contract terms and conditions. Establish and maintain advanced work planning for capital improvements and projects. Rental Properties 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/Staff rental units. Conduct an annual review of all tenants to ensure compliance with on-campus rental policies. Assess/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 position that works full-time. Typical work hours are Monday – Friday 7:00 am – 3:30 pm. This position requires occasional nights, holidays and weekends as directed. This position is classified as essential personnel and as such is required to report to work/remain at work even if classes are canceled and the campus is working on limited operations in an emergency. NOTE SEVERAL WEEKENDS REQUIRED INCLUDING REUNION & COMMENCEMENT, MOVE-IN WEEKENDS, AND OTHERS AS NEEDED.

Requirements

Associate’s degree and a minimum of 4 years of experience in a facilities coordination, maintenance coordination or 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 resolution of sensitive or complex issues with tenants, vendors, and internal stakeholders.
Demonstrated ability to communicate expectations, address issues constructively, and support team efforts that enhance operational quality and efficiency.
Extensive organizational skills and an inquisitive mindset with the ability to assess and improve processes.
Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); demonstrated ability to learn and use Computerized Maintenance Management Systems (CMMS).
Familiarity with safety procedures including proper use of personal protective equipment, Safety Data Sheets, and OSHA compliance; willingness to learn Lock Out Tag Out and confined space protocols.
Must be at least 20 years of age and possess a valid U.S. driver’s license for a minimum of three years with a satisfactory driving record.
Demonstrated commitment to working within a diverse and inclusive environment, and to building collegial relationships across backgrounds.
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.
Ability to meet the schedule requirements described above.

Nice To Haves

Bachelor’s degree in facilities management, property management, business administration, or a related field.
Experience working in a facilities or property management setting, particularly in a higher education or residential environment.
Familiarity with Computerized Maintenance Management Systems (CMMS) such as SchoolDude, AssetWorks, or similar platforms.
Working knowledge of building systems, preventive maintenance practices, and basic safety protocols (e.g., PPE, Lock Out Tag Out).
Experience with lease administration, tenant relations, or rental property oversight.
Strong analytical skills with the ability to make data-informed decisions.
Familiarity with local and state building codes, OSHA regulations, and other compliance standards.

Responsibilities

Collaborate with building occupants to establish short and long-term goals for maintenance and renovations to meet each facility’s programmatic needs.
Plan, schedule, and monitor required work performed by the maintenance teams, ensuring that work, including labor, materials, and contracted work, is completed efficiently and at the best value to the University.
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 (service technicians) and external resources (contractors).
Ensure that all service contracts are maintained and administered in an efficient manner.
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 all 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 that workload, productivity, and staffing requirements are in balance.
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/Staff rental units.
Conduct an annual review of all tenants to ensure compliance with on-campus rental policies.
Assess/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.

Benefits

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.
Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html.

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