Facilities and Rental Properties Coordinator

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 facilitys 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.

Minimum Qualifications

• Associates 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. drivers 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.

Preferred Qualifications

• Bachelors 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.

Position is open until filled. For full consideration please apply by January 25th when first review of applications will begin.

All offers to external applicants are contingent on the candidates completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University located in Middletown Connecticut does not discriminate on the basis of race color religious creed age gender gender identity or expression national origin marital status ancestry present or past history of mental disorder learning disability or physical disability political belief veteran status sexual orientation genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX Section 504 or any other non-discrimination policies should be directed toVice President for Equity and Inclusion Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan Universitys Clery Act Report are available on request and online at is taken into consideration in the determination of salary offers. For more information visit 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: Experience:

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