Campus Services Facilities Liaison and Contract Coordinator

COLLEGE CORNER; Charleston (SC); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Employee Tuition Assistance Program (0

ETAP

Job summary

The College of Charleston seeks a Campus Services Facilities Liaison and Contract Coordinator to manage auxiliary facility operations, capital projects, maintenance, and vendors. This role connects Facilities Management, Procurement, and external partners to ensure quality, safety, and efficiency across eleven dining locations and related services.

Minimum education includes a high school diploma with relevant experience or a Bachelor’s degree with related work experience; excellent

Qualifications

• Excellent written and verbal communication skills.
• Highly organized with attention to detail and deadlines.
• Ability to analyze data, interpret contract terms, and prepare reports.
• Solid foundation in kitchen equipment, construction, mechanical, electrical, plumbing, and life safety is a plus.
• Proficiency in Microsoft Office and administrative systems; AiM, Banner Finance, and eProcure knowledge is a strong plus.

Responsibilities

• Coordinate facility maintenance and procurement for auxiliary operations.
• Oversee approximately ten contracts with external vendors and monitor performance.
• Process insurance claims and coordinate with FEMA for reimbursements.
• Develop and enforce compliance with contract terms and reporting requirements.

Skills

Communication

Organizational skills

Analytical skills

Technical knowledge

Microsoft Office

Education

High school diploma

Bachelor’s degree

Tools

AiM

Banner Finance

eProcure

Job description

Campus Services Facilities Liaison and Contract Coordinator

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background and credit check.

Internal Title Campus Services Facilities Liaison and Contract Coordinator

Position Type

Position Type Classified

Faculty / Non-Faculty / Administration

Faculty / Non-Faculty / Administration Non-Faculty

Pay Band

Pay Band GEN08

Level

Department

Department Campus Services

Job Purpose

The Campus Services Facilities Liaison and Contract Coordinator contributes to a positive campus experience by managing auxiliary facility operations (excluding housing), capital projects, maintenance, and vendors. This role acts as a primary liaison between campus departments (Facilities Management, Procurement, Campus Services HQ, Public Safety) and external partners (Aramark, Barnes & Noble, contractors) to ensure facilities and services meet established standards of quality, safety, and operational efficiency.

There are eleven dining locations operated by Aramark including three residential dining halls, five retail operations, and three provisions on demand (PODs) in addition to a campus catering kitchen, concession stands and food truck. Other auxiliary facilities operated by Barnes and Noble include a bookstore, high-end retail shop, and game day spirit shop in TD Arena. This position coordinates facility maintenance and the procurement of equipment and services, and manages approximately ten contracts with outside vendors in support of auxiliary operations. This position also processes insurance claims relating to state and commercial insurance policies and works with FEMA to determine expenses eligible for reimbursement due to storm/other declared disasters.

Education: High school diploma with a minimum of 3 years of relevant work experience in business management, student services, public administration, quality control, or administrative services; OR a Bachelor’s degree with at least 2 years of relevant experience. Candidates with an equivalent combination of experience and/or education are encouraged to apply. Excellent written and verbal communication skills are required.

Required Knowledge, Skills and Abilities

Communication & Interpersonal Skills: Excellent written and verbal communication skills; ability to interact effectively with diverse populations, high-ranking college officials, department heads, contractors, and external stakeholders.

Organizational Skills: Highly organized with exceptional attention to detail; ability to plan, organize, prioritize, and complete tasks under tight deadlines and competing priorities.

Analytical Skills: Ability to analyze data, solve problems, interpret contract terms, and prepare/present clear reports.

Physical Requirements: Ability to tour facilities across a large urban campus (some historic buildings lack elevators) and conduct daily facility inspections.

Technical Knowledge: A solid foundation in kitchen equipment, general construction, mechanical systems, electrical systems, plumbing, and life safety is a plus. Knowledge of DHEC requirements pertaining to food service operations a plus.

Software: Proficiency in Microsoft Office (Word, Excel) and administrative systems. Experience with AiM, Banner Finance, and eProcure, is a strong plus.

Additional Comments Regarding Position

Conducts daily inspections of dining facilities focused on risk management, cleanliness, maintenance, sustainability, and efficiency. Ensures that facility conditions and custodial services meet established standards and contract specifications with a focus on customer satisfaction. Effectively utilizes the AiM facilities management system to monitor work orders and to identify trends and ongoing issues. Conducts review of completed projects and work orders to confirm quality, timeliness, and other operational needs and expectations are met. Coordinates follow up to address deficiencies. Implements scheduling of maintenance repairs and activities to ensure minimal disruption to residents. Assists in monitoring contractual compliance with facilities related contracts including but not limited to custodial, mechanical, pest control, and elevator maintenance. Notifies management of opportunities and makes recommendations on process improvements. Some evening and weekend work may be required.

• Employee Tuition Assistance Program ( ETAP )

The College of Charleston is an equal opportunity employer and does not discriminate against any individual or group on the basis of sex, gender (including gender identity and/or expression), pregnancy, race, religion, color, national origin, age, disability, military or veteran status, sexual orientation, genetic information, and other classifications protected by applicable federal, state, and local laws. For more information, please visit eop.cofc.edu.

Facility Projects, Inspections & Maintenance Management: Serves as liaison with Facilities Management, auxiliary location managers and business partners regarding facility matters. Oversees maintenance and conducts routine inspections of food service facilities focused on customer satisfaction, compliance, risk management, cleanliness, sustainability, and operational efficiency. Effectively utilizes the AiM facilities management system to monitor work orders and to identify trends and ongoing issues. Conducts review of completed projects and work orders to confirm quality, timeliness, and other operational needs and expectations are met. Manages follow up to address deficiencies. Assists with the development of food service maintenance and renovation projects. Schedules and coordinates with internal and external partners in completing projects and achieving objectives. Responsible for identifying, prioritizing and scheduling deferred maintenance work with input from management. Manages food service consultants and contractors by monitoring the construction progress schedule to meet the College’s needs. Inspects and monitors construction/renovation projects to determine conformance with plans, specifications, applicable codes/regulations, schedules, established deadlines and budget. Reviews and reports on construction progress. Facilitates meetings involving facilities management, contractors, IT, and College administrative personnel for the purpose of scheduling, planning and resolution of conflicts on construction and renovation projects. Participates in the department’s assessment and evaluation efforts by creating and providing timely and accurate information including historical trends and reports regarding facility related matters. Notifies management of opportunities and makes recommendations on process improvements. Creates and maintains a replacement schedule for furniture and equipment. Oversees the procurement and installation of furniture and equipment.

Essential or Marginal

Percent of Time

Percent of Time 55

Activity

Contract Administration & Vendor Oversight: Oversee and administer approximately 10 contracts supporting auxiliary operations (e.g., food composting, kitchen equipment service, window washing, grease trap services, hood maintenance). Collaborates with location managers as well as other on-campus departments and contractors to ensure compliance with contract terms and conditions. Develop contract specifications and collaborate with Procurement to administer RFPs for the bidding process. Monitor contract performance, ensure compliance with terms and conditions, manage expense budgets, and process invoices and purchase orders. Prepares and receives purchase orders, monitors contract expense budgets, and approves and processes all invoices for payment.

Essential or Marginal

Percent of Time

Percent of Time 25

Activity

Financial & Insurance Operations: Serve as the departmental procurement card liaison, monitoring budgets, reconciling discrepancies, and coordinating with the Controller’s office. Collect and deposit commission payments, manage accounts receivable, handle chargebacks to major vendors, and assist with the fiscal year-end closing process.

Process insurance claims with the Insurance Reserve Fund (state policies) and commercial insurance agents. Collaborate with campus departments and adjusters to gather documentation and file accurate claims for maximum reimbursement. Coordinate with FEMA for damage assessments, documentation, tracking, and reimbursement claims following storms or declared emergencies.

Maintain equipment inventories and serve as the liaison to Procurement for tagged assets. Provide administrative support to the Finance and Insurance Manager. Represent the department on campus committees and working groups, and complete special projects as assigned.

Essential or Marginal

Percent of Time

Percent of Time 20

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?
  • Chronicle of Higher Education
  • CofC - Alumni Career Services
  • College of Charleston Website
  • Diverse: Issues in Higher Education
  • Glassdoor
  • Handshake
  • HigherEdJobs
  • Indeed.com
  • Internal Job Posting
  • jbcjobs (Joint Base Charleston Military & Family Readiness)
  • Job Fair
  • LinkedIn
  • Monster.com
  • Personal Referral
  • Post and Courier
  • Public Job Posting
  • SC Works (SC Department of Employment and Workforce)
  • Twitter
  • Word of mouth
  • Other
  • National Labor Exchange
  • CareerBuilder

Required Documents

• Resume
• Cover Letter / Letter of Application
• Reference List

Optional Documents

• Other Document
• Other Document 2
• Other Document 3
• Form DD 214