Building Services Sr. Operations Manager

The Building Services Sr. Operations Manager provides administrative and operational management for custodial services across all university-owned buildings. This role oversees day-to-day operations, develops and enforces policies and procedures, ensures compliance with university standards and regulatory codes, and supports a high-performing team to maintain a clean, safe, and welcoming campus environment.

About the Work Unit

Facilities Maintenance & Operations at Vanderbilt University manages over $100 million in annual operating expenses and supports 400+ employees. Within this division, Campus Services is responsible for providing housekeeping, groundskeeping, and other ancillary services across 6 million square feet of academic, residential, recreational, and administrative space.

Administrative & Operational Management

• Oversee performance and compliance of contracted service provider for athletics.
• Ensure athletics contracted service provider is fulfilling their obligations under the executed service contract by meeting regularly with their leadership, reviewing quarterly business reports, reviewing KPI details, conducting quality control building inspections and performing unplanned site visits using our staff as deemed appropriate.
• Manages standards for building maintenance, repairs, and improvements for adherence to university cleanliness and operational standards.
• Manage, prioritize, and implement work schedules for departmental operations and special projects.
• Assign responsibilities to Operation Managers, ensuring accountability and timely execution.
• Managed day-to-day administrative functions, including recruitment, disciplinary procedures, terminations, FMLA, accommodations, and legal proceedings.
• Develop metrics, policies, procedures to ensure proper organizational operation.
• Develop metrics, policies and procedures for timekeeping operations.
• Develop building inspection programs and quality assurance initiatives to ensure compliance with service standards.
• Develop, manage and monitor the quality control program for all campus buildings.
• Manage logistics for the department, including procurement and distribution of supplies, equipment lifecycle management, maintenance programs, and inventory control.
• Develop, manage the custodial routine program ensuring detailed, accurate information, timely distribution and training of information.
• Manage the utilization and understanding of the AssetWorks AiM work management system and collaborate on how to track service requests, assign tasks, monitor work progress and hold users accountable for accuracy of information.
• Assess the efficiency and applicability of the Assetworks AiM work management system and proactively collaborate with VUMO IT to improve, enhance or eliminate inefficiencies.
• Manage the campus-wide floor care program, ensuring all flooring types are maintained according to best practices.
• Develop and manage a campus water incident management program including communication protocols to be implemented and documeted.
• Serve as the primary point of contact for all communication efforts involving facilites water damage and restoration efforts.
• Manage the summer housing room turnover cleaning program.
• Manage the summer conference and events room turnover cleaning program.
• Manage the Vanderbilt University summer maintenance program for housekeeping, which includes all floor care, window cleaning, blind cleaning and detailed cleaning of dormitories and academic buildings.
• Develop and manage the winter inclement weather program for coordinated pre incident preparedness, incident management, incident communication and monitoring of the event.
• Conduct the annual space survey for all custodial occupied space in campus buildings.
• Manage the custodial KPI program.
• Manage the custodial customer satisifcation (Cstat)program.
• Collaborate with University schools and departments to assess custodial service needs and address quality concerns promptly and effectively.
• Serve as the primary point of contact for Vanderbilty University Housing and Residential Experience leadership team.

Staff Leadership & Development

• Manage and monitor the custodial training compliance program holding operation managers and supervisor accountable for timely training completion.
• Ensure compliance with health and safety standards.
• Foster a positive and inclusive work environment that promotes accountability and collaboration.
• Coach and mentor staff to support professional growth and ensure high levels of team performance.

Financial Management

• Manage and monitor departmental expenditures to ensure alignment with budgetary constraints; prepare and submit documentation for leadership review and approval.
• Oversee procurement activities conducted by subordinate supervisors, ensuring compliance with university policies.
• Manage and monitor operational overtime to optimize labor costs and maintain efficiency.
• Maintain proficiency with Vanderbilt University's financial and operational systems to support accurate reporting and workflow.

Supervisory Responsibilities

This position directly supervises custodial Operation Managers and reports to the Assistant Director of Building Services.

Required and Preferred Education & Experience

• Associate's degree required; Bachelor's degree preferred
• 6 years of experience required in facilities management or custodial operations for a multi-building campus or organization.
• At least 3 years of progressive supervisory experience in custodial/housekeeping services.
• Experience in higher education is preferred.
• Experience managing unionized staff is preferred.
• Strong organizational, communication, and interpersonal skills, combined with relevant technical and functional expertise.
• Demonstrated leadership ability and personal effectiveness in managing teams and operations.
• Demonstrated skills in quality assurance and customer relations to maintain high service standards.
• Advanced computer proficiency, including working knowledge of Microsoft Word, Excel, and PowerPoint, is preferred.

Required Soft Skills

• Ensures staff are equipped with the necessary tools and resources to perform their duties effectively.
• Holds team members accountable for meeting unit goals and expectations.
• Addresses conflicts and issues promptly to prevent escalation.
• Publicly recognizes and appreciates team achievements.
• Provides constructive feedback privately, focusing on improvement and future success.
• Communicates a clear vision for the team and sets explicit expectations for outcomes.
• Offers clear, consistent guidance and direction to support staff performance.