Head of Facility

SUMMARY

The Facilities Manager oversees the maintenance and day-to-day operations of multiple bank properties, ensuring all facilities are safe, well-maintained, and compliant with corporate standards, as well as state and local regulations. Manage lease compliance, including monitoring lease terms, renewals, and related documents to protect the bank’s interests. Coordinate with 3rd party vendors to ensure safe and smooth operations at all locations. Partner with internal teams as needed on special projects and large initiatives.

Facility Maintenance & Daily Operations

Manage day-to-day operations of buildings and grounds

Oversee janitorial, HVAC, electrical, plumbing, general maintenance, and mailroom services

Facilitate and track all facility request workorders for bank locations

Manage furniture, fixtures and equipment (FF&E) inventory

Manage the bank supply order process and system (currently through Office Depot)

Manage SharePoint workflows, forms, and automation for the Facilities Inbox such as Overnight Parking, Vendor Onsite Scheduling, and Maintenance Request Forms

Vendor Management

Oversee all vendor due diligence and vendor management tasks for facility-related vendors

Ensure adherence to agreed-upon SLAs and quality standards

Manage the Vendor Onsite Scheduling process and coordinate with Office Managers as necessary

Track important lease dates and proactively notify management of upcoming renewals, terminations, and other relevant milestones

Partner with the lease administration team to lead all renewals and facility negotiations

Manage communication with landlords for all bank locations

Partner with landlords to oversee fire drills and all required safety training

Maintain a contact sheet for AP, local handyman, and janitorial staff.

Oversee business license issuance, management, and renewals for all new and existing locations

Ensure all bank locations comply with local, state, and federal regulations

Reconcile and review monthly rent payments and annual CAM charges in partnership with lease administration team, ensuring timely submission and accruals

Submit all facilities-related invoices and track payment activity

Partner with the Project Management Office to establish new bank locations, including ordering appliances, establishing suite and parking access, and setting up lease payments

Partner with the security team to facilitate suite and building fob access for the Irvine, CA location

Partner with Security and Human Capital teams to facilitate and manage the Injury and Illness Prevention Program

Support other duties as assigned, such as collecting quarterly seating charts, collecting safety check forms, and supporting space planning and office moves

Demonstrates high degree of professionalism in communication, attitude and teamwork with customers, peers and management

Demonstrates high level of quality work, attendance and appearance

Adheres to all Company Policies & Procedures and Safety Regulations

Adheres to local, state and federal laws

Accountable to understand and ensure regulatory and policy compliance with state and federal requirements including the following (but not limited to) Bank Secrecy Act, Anti-Money Laundering Act, Community Reinvestment Act, OFAC Regulations and Fair Lending and all applicable bank and government regulations

Attends training and maintains a basic knowledge of procedures to ensure compliance with laws and regulations governing financial institutions, as they apply to your position and job responsibilities, with an emphasis on the BSA / AML / CIP, Consumer Privacy, Regulation CC, Information Security, Bank Protection Act, FACT-Identity Theft, Information Technology and GLBA.

Associate degree (bachelor’s degree preferred)

Knowledge of administrative and clerical procedures

Knowledge of computers and relevant software applications (Microsoft Office)

Knowledge of customer service principles and practices

Keyboarding skills required and proficiency with MS Office

Standing, walking and squatting less than fifty percent of the work shift

Must be able to see, hear and speak in order to communicate with employees and other customers

Sunwest Bank works with staff members and customers without regard to race, ancestry, national origin, sex, marital status, age, religion, medical condition, handicap, disability or veteran status and to assist the Bank in maintaining its Affirmative Action Program.

Failure to comply will be reflected in their performance review as well as in any bonus compensation programs in which they may participate.

Attend and complete all required classroom, computer-based, web-based and seminar training. Each employee is also expected to maintain an awareness of the laws, regulations, internal policies and procedures that are appropriate for his / her position

It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.