Mechanical Maintenance Contract Project Specialist

William & Mary and the Virginia Institute of Marine Science; United States; On-site; USD 64,000 - 78,000; Full time

Job summary

William & Mary and the Virginia Institute of Marine Science is seeking a Mechanical Maintenance Contracts Project Specialist to oversee HVAC, piping, and mechanical systems, and to coordinate maintenance projects across university facilities.

The role emphasizes contract administration, safety, budgeting, and collaboration with architects, engineers, and campus staff to ensure projects are completed on time and within scope and budget.

Qualifications

• High school graduate or equivalent.
• Strong knowledge of mechanical systems, maintenance practices, and project management methodologies.
• Proven experience in mechanical maintenance and project management.
• Knowledge of safety practices and procedures related to starting and locking out equipment for safety purposes.
• Proficiency with a multitude of software systems and tools
• Valid driver’s license.

Responsibilities

• Manage term contracts for mechanical systems, piping, HVAC, insulation, and related equipment.
• Execute preventative maintenance duct cleaning program.
• Schedule repairs, maintenance or replacement of equipment and set priorities with supervisor and Director of O&M.
• Maintain contractor equipment records of projects.
• Coordinate and schedule maintenance activities, ensuring minimal disruption to operations.
• Identify and manage project risks and issues, implementing mitigation strategies as necessary.
• Lead and supervise project contractors, including maintenance technicians and engineers.
• Assign tasks, monitor progress, and provide guidance and support.
• Procure and manage resources, including equipment, tools, and materials.
• Ensure all maintenance activities adhere to safety standards and university policies.
• Conduct inspections and audits to ensure quality and compliance.
• Implement and monitor maintenance best practices and continuous improvement initiatives.
• Ensure asbestos abatement projects are completed safely.

Skills

Mechanical systems knowledge

Project management

Safety practices

Software systems proficiency

Driver’s license

Education

High school diploma or equivalent

Tools

FAMIS

Job description

Job Requisition:

JR102191 Mechanical Maintenance Contract Project Specialist (Open)

Job Posting Title:

Mechanical Maintenance Contract Project Specialist

Department:

CC00430 WM001 | WMUO | Plant Administration

Job Family:

Staff - Maintenance

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Facilities Management Admn

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

Unit Mission Statement:
The mission of Business Affairs is to support W&M as a leader among liberal arts and science universities by providing excellent service that is efficient, inclusive, transparent, and accountable. In delivering service, Business Affairs maintains a focus on collaboration, continuous improvement, best-in-class technology, and the strategic and sustainable use of university resources while maintaining compliance with attention to corporate social responsibility both within the institution and among its suppliers.

Facilities Management is an integral element of the Business Affairs team and serves to create, maintain, and continuously improve the William & Mary physical environment to enable excellence in teaching, research, and public service.

Position Summary:

The Mechanical Maintenance Projects Coordinator will oversee and coordinate maintenance on HVAC, mechanical and piping systems, and mechanical maintenance projects to ensure they are completed on time, within scope, and within budget. The coordinator will also administer contracts and supervise contractor efforts for the repair, installation, and renovation of university buildings and equipment. The coordinator will be responsible for the inspection, maintenance, and repair of mechanical systems.

Required Qualifications:

• High school graduate or equivalent.
• Strong knowledge of mechanical systems, maintenance practices, and project management methodologies.
• Proven experience in mechanical maintenance and project management.
• Knowledge of safety practices and procedures related to starting and locking out equipment for safety purposes.
• Proficiency with a multitude of software systems and tools
• Valid driver’s license

Preferred Qualifications:

• Have good oral and written communication skills.
• Have the ability to deal effectively with architects, engineers, contractors, faculty, and staff.
• Knowledge of contract administration procedures and policies.
• Training in Contract Administration
• Combination of five (5) years of experience in HVAC, and mechanical maintenance with supervisory experience

Conditions of Employment:

This position has been designated as essential to the operation of the department, will require reporting to work when the university is officially closed and is subject to overtime.

Essential Designation:

Yes

Job Duties:

45% -

• Manages term contracts for mechanical systems, piping, HVAC, insulation, and related equipment for maintenance, repair, and/or replacement.
• Execute preventative maintenance duct cleaning program.
• Schedule repairs, maintenance or replacement of equipment and set priorities of work with supervisor and Director of O&M.
• Maintain contractor equipment records of projects.
• Coordinate and schedule maintenance activities, ensuring minimal disruption to operations.
• Identify and manage project risks and issues, implementing mitigation strategies as necessary.
• Lead and supervise project contractors, including maintenance technicians and engineers.
• Assign tasks and responsibilities, monitor progress, and provide guidance and support.
• Procure and manage resources, including equipment, tools, and materials.
• Ensure all maintenance activities adhere to safety standards, regulatory requirements, and university policies.
• Conduct inspections and audits to ensure quality and compliance.
• Implement and monitor maintenance best practices and continuous improvement initiatives.
• Ensure lead and asbestos abatement projects are completed while adhering to strict safety and compliance regulations.

40% -

• Responsible for using the university work order system (FAMIS) for all corrective work identified and reported.
• Work order documentation is completed promptly and accurately.
• Develop and monitor contracts, quotes, and invoices for payment to contractors.
• Develop detailed project plans, including scope, timeline, and budget.
• Ensure efficient use of resources and control project costs.
• Serve as the primary point of contact for project stakeholders, including internal departments and external partners.
• Provide regular updates on project status, including progress, challenges, and changes.
• Address and resolve any issues or concerns raised by stakeholders.
• Maintain comprehensive project documentation, including plans, reports, and records.
• Ensure contractor compliance with all associated university, state, and other codes/rules/laws/standards and specifications.

10% -

• Respond to requests from OUA for technical assistance and review draft plans and specifications for building code issues and standards on projects.
• Function as the subject matter expert to provide technical assistance to mechanical and utility trades shop technicians.

5% -

• Other duties as assigned are conducted in an expeditious and professional manner

Physical Demands:

Climbing - Occasionally
Sedentary Work - Occasionally
Stooping - Occasionally
Light Work - Frequently
Mechanics, Skilled Tradespeople Machine Operators (without inspection) - Frequently
Balancing - Frequently
Medium Work - Frequently
Mobile Equipment Operators - Frequently
The worker is subject to both environmental conditions: Activities occur inside and outside. - Frequently
Crouching - Occasionally
Heavy Work - Occasionally
Kneeling - Occasionally
The worker is subject to potential exposure to high noise areas or impact noise such as moving machinery - Occasionally
Crawling - Occasionally
The worker is subject to vibration - Occasionally
Reaching - Frequently
The worker is subject to hazards - Frequently
Standing - Frequently
The worker is subject to atmosphere conditions - Occasionally
Walking - Frequently
The worker is subject to oils - Frequently
Grasping - Frequently
Feeling - Frequently
Talking - Frequently
Hearing - Frequently
Repetitive Motion - Frequently

Salary: Up to $71,000 commensurate with experience.

Job Profile:

JP0288 - Trades Technician IV - Nonexempt - Salary - S10

Recruiting Start Date:

2026-11-02

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law.Applicants can learn more about William & Money’s status as an equal opportunity employer by viewing the “Know Your Rights” poster published by the U.S. Equal Employment Opportunity Commission. https://

www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check:

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice:

By applying for this position, you consent to William & Mary’s use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice:

Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer:

Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.