Facility Manager

OVERVIEW

The Facility Manager is responsible for the overall management, maintenance, safety, and operational performance of the Bank’s facilities, consisting of approximately eight (8) retail branch locations, two (2) administrative office buildings and one (1) Founders Lounge. This position ensures that all facilities are maintained in a safe, professional, compliant, and cost-effective manner while supporting the operational needs of branch personnel and senior management. The incumbent manages the Bank’s relationships and contracts with third party vendors and oversees the delivery of these services.

The Facility Manager serves as the primary point of contact for facility-related matters and is responsible for managing vendor relationships, maintenance programs, capital improvement projects, budgets, regulatory compliance, and day-to-day facility operations.

ESSENTIAL DUTIES AND RESPONSIBILITES include the following.

Facility Operations & Maintenance

• Oversee the daily operation, maintenance, and repair of all bank owned and leased facilities.
• Develop and administer preventive and scheduled maintenance programs for all building systems, including:
• HVAC systems
• Electrical systems
• Plumbing systems
• Roofing and building envelope
• Fire and life safety systems
• Security and access control systems
• Lighting systems
• Parking lots, sidewalks, and exterior grounds
• Conduct regular facility inspections to identify maintenance deficiencies and corrective actions.
• Respond promptly to facility emergencies and coordinate appropriate corrective measures.
• Maintain accurate maintenance records, service histories, and facility documentation.

Vendor and Contract Management

• Manage relationships with all facility-related vendors, contractors, and service providers.
• Solicit bids, negotiate pricing, review proposals, and recommend contract awards.
• Monitor vendor performance to ensure compliance with contractual obligations and service level expectations.
• Review and manage vendor contracts, renewals, insurance requirements, and service agreements.
• Ensure vendors comply with all applicable safety regulations, licensing requirements, and bank policies.
• Identify opportunities to improve service quality and reduce operating costs.

Branch Support and Problem Resolution

• Serve as the primary facilities liaison to branch managers and office leadership.
• Respond to facility-related concerns and service requests in a timely and professional manner.
• Coordinate repairs and maintenance activities to minimize disruption to banking operations.
• Establish effective communication channels with branch management regarding ongoing projects and facility issues.
• Track, prioritize, and resolve maintenance and operational issues across all locations.

Regulatory Compliance and Risk Management

• Ensure facilities comply with all applicable federal, state, and local laws, regulations, codes, and ordinances.
• Coordinate required inspections, permits, certifications, and regulatory approvals.
• Monitor compliance with:
• ADA requirements
• Building codes
• Fire and life safety regulations
• Environmental regulations
• Occupational safety requirements
• Manage facility-related risk mitigation initiatives and corrective action programs.
• Maintain documentation necessary for audits, inspections, and regulatory reviews.

Construction and Capital Improvement Projects

• Manage small construction, renovation, relocation, and capital improvement projects from planning through completion.
• Coordinate architects, engineers, contractors, and other project stakeholders.
• Obtain necessary permits and approvals.
• Monitor project budgets, schedules, and quality standards.
• Ensure projects are completed safely, on time, and within budget.
• Verify compliance with all applicable building and banking facility requirements.

Financial and Budget Management

• Develop and administer annual operating and capital budgets for all facilities.
• Monitor expenditures and ensure responsible stewardship of company resources.
• Review and approve invoices related to facility services and projects.
• Prepare budget forecasts and capital planning recommendations.
• Identify opportunities for cost savings, operational efficiencies, and energy conservation.
• Track and report facility expenditures against approved budgets.

Reporting and Senior Management Support

• Prepare accurate and timely reports for senior leadership regarding facility operations, maintenance activities, capital projects, and budget performance.
• Present recommendations for repairs, improvements, capital investments, and operational efficiencies.
• Maintain facility performance metrics and key performance indicators.
• Provide clear communication regarding facility risks, issues, and resolution plans.
• Support strategic planning initiatives related to facilities management and property assets.

SUPERVISORY RESPONSIBILITIES

This job does not have managerial responsibilities.