Facilities Manager

POSITION SUMMARY

As the Facilities Manager, you are responsible for facilities management, courier operations, mailroom operations and general purchasing for office and department locations. Facility management encompasses maintaining the buildings and grounds, overseeing the upkeep of equipment and supplies, determining and scheduling repairs or renovation projects, and coordinating safety inspections. The Facility Manager must be aware of the overall budget constraints of the organization at all times and escalate, proactively, exceptions that require additional approvals. Responsibilities also include working with business owners and end users to identify facility issues, coordination with vendors and business lines on delivery and work schedules, and assisting with budgeting activities annually. As a representative of the Bank, you are required to present a positive and professional image at all times.

JOB REQUIREMENTS

• High school diploma or equivalent required
• Possess a minimum of 5 years’ experience in related field preferred
• A Bachelor’s Degree or equivalent in Business Management or a similar field, or a combination of related training and/or experience preferred

COMPETENCIES

• Possess construction expertise to oversee the bidding and contract process of construction projects
• Possess a strong attention to detail
• Possess proficient understanding of Microsoft Office – Word and Excel for analytical purposes
• Possess strong people skills and be able to communicate professionally to various levels of staff and vendors
• Possess the ability to read, interpret and negotiate vendor contracts
• Ability to prioritize multiple tasks and projects in one given time
• Possess strong organizational skills
• Ability to be self-motivated and self-sufficient with minimal management oversight or supervision
• Possess the ability to work independently and as a team
• Possess the ability to research and resolve issues independently
• Team builder, team leader and motivation skills
• Possess initiative and be self-driven, results-oriented
• Possess a desire to lead and develop people

DUTIES AND RESPONSIBILITIES

• Oversee and manage facilities and courier operations
• Oversee and manage general purchasing for all department and office locations
• Oversee the management of the Bank’s buildings and grounds
• Oversee the upkeep of the Bank’s equipment and supplies
• Oversee the management of scheduled repairs and renovation projects
• Manage and maintain all facility related vendors and contracts
• Ensure safety inspections are being coordinated on schedule
• Be aware of the Bank’s overall budget, work within its constraints at all times, and escalate any exceptions
• Schedule and proactively visit branch and office locations for site inspection
• Work with business owners and end users to identify facility issues
• Coordinate with vendors and business lines on delivery and work schedules and assist with budgeting activities annually
• Organize construction projects, monitor progress, and conduct inspections as necessary to ensure conformity to plans and specifications
• Develop and maintain internal standards for areas of responsibility
• Implement priorities and general strategies for facilities planning and construction; provides planning and oversight of capital improvement programs
• Administer budgets and plans for maintenance, janitorial and capital improvements for areas of responsibility
• Manage and monitor centralized purchasing activities and maintain effective cost control to budget
• Assist the Facilities Department and Mailroom as needed
• Maintain policies and procedures related to areas of responsibility ensuring regulatory compliance and as applicable
• Provide coaching, mentoring, and feedback, to team members on a real-time and continual basis and via two-way communication
• Select appropriate team members whose differing strengths can be maximized to create a highly productive team
• Complete cross-training and development training with team members
• Provide effective employee onboarding, and ongoing training and development opportunities that reflect both the employee’s and the bank’s needs
• Develop clear guidelines, goals and timelines while working alongside your team toward a common purpose
• Establish an environment of continuous improvement
• Listen to feedback and resolve any issues or conflicts
• Empower team members to improve their confidence, job knowledge and communication skills, and identify, discuss and relay employees’ interest in promotional and career development opportunities
• Approve timecards and benefit time for direct reports ensuring proper coverage
• Conduct regularly scheduled bi-weekly one-on-ones with team
• Ensure job descriptions are current and reflect actual duties of position, to ensure skills, abilities and experience is appropriate for current/and or securing new employees
• Maintain compliance with regulations and bank policies and procedures, including the Bank Secrecy Act (BSA) and the Office of Foreign Assets Control (OFAC) requirements
• Actively support the ongoing development of a culturally diverse workforce
• Complete other duties as assigned as determined by management to be reasonable and beneficial

PHYSICAL REQUIREMENTS

This position operates mostly in a professional office environment. You will be stationary at a workstation, frequently operating a computer or other office machinery in order to complete your job functions. While performing the duties of this job, the employee is regularly required to communicate with employees, managers, and vendors via phone, email, and in person.  Must be able to accurately gather and process verbal, digital, and written information and properly inspect and prepare documents. Good manual dexterity is needed for the frequent use of common office equipment such as computers, calculators, copiers, telephones, as well as, specialty mailroom equipment. Occasional lifting up to 50lbs may be required. Travel is regularly required to and from different branches or locations. Occasional out-of-town or overnight travel may be required. Must be able to operate a company vehicle.