Job Purpose
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.
Core Duties
- 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 field to address unforeseen conditions, determine actions, coordinate resources, and escalate issues as required.
- Interface professionally with vendors by coordinating services, requesting updates, validating completion, documenting meeting follow-up items, resolving issues, and supporting accountability for contract requirements.
- Support major facility service contracts, including custodial, elevators, pest control, roofing, loading dock equipment, dock levelers, roll-up doors, fire doors, and other related contracted services.
- Support trouble call tracking, preventive maintenance records, inspection documentation, asset records, and vendor service records.
- Coordinate vendor access needs, including SUNet IDs, FIMS/EAM access, parking, building access, and storage.
- Review invoices, requisitions, service records, and supporting documentation for accuracy before approval, denial, amendment, or escalation.
- Validate invoice details by confirming billed work aligns with approved services, contract terms, completed work, and supporting documentation.
- Maintain accurate records for inspections, service issues, preventive maintenance, vendor follow-up, asset information, invoices, action items, and contract-related documentation.
- Detect discrepancies in vendor reports, invoices, system records, photos, service dates, scope requirements, or field conditions and escalate concerns as warranted.
- Recommend process improvements related to quality assurance, tracking, reporting, communication, field verification, preventive maintenance validation, vendor coordination, invoice validation, and recordkeeping.
- Travel safely across campus to perform inspections, attend vendor meetings, respond to service concerns, and support field operations.
- Perform other duties as assigned.
Find Your Best Opportunity
Tell them AcademicJobs.com sent you!
