Contracted Services Administrator

About the role

Contracted Services provides strategic oversight and administration of essential service contracts that support Stanford’s academic buildings, grounds, and campus facilities. The department supports a diverse, high-volume portfolio of contracted services, including custodial, elevators, pest control, roofing, loading dock equipment, dock levelers, roll-up doors, fire doors, and other facility services.

Responsibilities

• 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.
• Cookier 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.

Qualifications

• Bachelor's degree with two years of experience in performing the above-listed duties or a combination of education and relevant experience.
• Demonstrated ownership, accountability, and thorough follow-through from initial task through completion.
• Reliability, punctuality, and consistent attendance, including early-morning operational needs.
• Strong organizational skills and attention to detail.
• Critical thinking and problem-solving skills to evaluate information, detect discrepancies, determine next steps, and escalate issues appropriately.
• Ability to balance field inspections, customer service, vendor coordination, documentation tasks, and administrative deadlines.
• Ability to work independently in the field, assess conditions, document findings accurately, and follow issues through to completion.
• Ability to validate preventive maintenance activities using vendor documentation, system records, service dates, photos, inspection results, and onsite verification.
• Strong written, verbal, and interpersonal communication skills.
• Ability to prepare clear and accurate emails, notes, inspection documentation, service updates, and customer responses.
• Accurate typing, data entry, tracker updates, and handwritten field note-taking.
• Strong customer service skills and professional judgment when responding to complaints, service concerns, and stakeholder questions.
• Ability to interface with vendors to request information, coordinate service, validate completion, and follow up on deficiencies.
• Ability to manage multiple priorities, shifting deadlines, competing service needs, and urgent operational issues while maintaining accurate records.
• Familiarity with regulatory requirements related to service contracts, inspections, and facility operations.
• Proficiency in Excel and/or Smartsheet for tracking inspections, service requests, preventive maintenance, invoices, vendor follow-up, and action items.
• Experience with financial, procurement, or work order systems such as Oracle, FIMS, EAM, or similar platforms.
• Must possess and maintain a valid California non-commercial Class C Driver’s License.