The facilities liaison and contract coordinator contributes to the creation of a positive campus experience by collaborating with Aramark, Barnes & Noble, Facilities Management, Procurement, and other campus departments and outside contractors to provide satisfactory auxiliary facilities. 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 and three remote catering kitchens. 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. Provides administrative support, and serves as procurement card liaison. 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.

Bachelor’s degree or a high school diploma with at least two years of relevant work experience. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Strong interpersonal skills and experience interacting with diverse populations/individuals. Ability to establish and maintain effective working relationships. Ability to communicate effectively. Ability to effectively plan and organize activities and prioritize and complete tasks according to schedules and goals. Ability to formulate and implement administrative policies and procedures. Ability to analyze, solve problems, and prepare and present reports. Must be highly proficient in Microsoft Excel and Word. Must be highly organized and show great attention to detail. Must be able to interpret, explain and enforce contract terms and conditions. Must be able to tour facilities, not all of which are equipped with elevators, and traverse a fairly large urban campus.
Experience using Banner Finance, eProcure, and AiM system helpful. Knowledge of state procurement code and processes a plus. Knowledge of DHEC requirements pertaining to food service operations a plus.

Some evening and weekend work may be required.

Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

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

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

All applications must be submitted online https://jobs.cofc.edu.

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.

Serves as liaison with Facilities Management and auxiliary location managers regarding facility matters. Coordinates maintenance and conducts routine inspections of 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. Coordinates follow up to address deficiencies. 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. Assists with the development of maintenance and renovation projects. Schedules and coordinates with internal and external partners in completing projects and achieving objectives. Creates and maintains a replacement schedule for furniture and equipment. Coordinates the procurement and installation of furniture and equipment.

Responsible for oversight and contract administration of approximately ten contracts in support of auxiliary facilities and operations. Examples of such contracts include the following: food composting; kitchen equipment service and repairs; window washing; grease trap services; and hood maintenance. Develops contract specifications and collaborates with the Procurement Office and other campus departments to coordinate the RFP and bid process. Collaborates with location managers as well as other on-campus departments and contractors to ensure compliance with contract terms and conditions. Prepares and receives purchase orders, monitors contract expense budgets, and approves and processes all invoices for payment.

Responsible for planning, coordinating, and performing administrative services, and provides support to the Finance and Insurance Manager. Serves as procurement card liaison and assists with monitoring budgets, reconciling discrepancies, and working with Controller’s office to ensure accounts are properly stated. Collects and deposits commission payments, and manages departmental accounts receivables and chargebacks to major vendors. Assist with the fiscal year end closing process, and work with the Controller’s and Treasurer’s Offices to request journal entries, corrections, and accounts receivable accruals. Conducts research and reviews of auxiliary operations to ensure best practices to meet the current and evolving needs of the campus community. Maintains inventory of equipment and serves as liaison to Procurement Department regarding tagged equipment. Participates on campus committees and working groups, represents the department at meetings, and works on special projects as assigned.

Processes insurance claims with the Insurance Reserve Fund (state insurance policies) and claims agents for our commercial insurance policies. Works with departments on campus and claims adjusters to gather necessary information to file accurate and thorough claims to ensure reasonable reimbursement. Also coordinates with FEMA to determine eligibility for reimbursed costs due to storms and other emergency declarations. Coordinates with respective departments on campus regarding damage assessments and keeps accurate records of FEMA claims filed and payments received (documentation, tracking, etc.).