Job Description

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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

Lease & Property Compliance

• 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.

Business Licenses and Permits

• Oversee business license issuance, management, and renewals for all new and existing locations
• Ensure all bank locations comply with local, state, and federal regulations

Expense Report Tracking and Budgeting

• 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 Internal Teams

• Oversee Office Managers and reception staff to ensure consistent and uniform office administration
• 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

ADDITIONAL RESPONSIBILITIES

• 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
• Performs any other duties that may be assigned as it relates to the position
• 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.

SUPERVISORY RESPONSIBILITIES

This position does have supervisory responsibilities

MINIMUM QUALIFICATIONS

• Associate degree (bachelor’s degree preferred)
• Relevant professional certifications (FMP, CFM, etc.) a big plus
• 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
• General Mathematic & Accounting skills
• Must be able to assess a situation & find a reasonable resolution
• Ability to maintain confidentiality of all bank and client information

COMPETENCIES:

• Adaptability
• Effective Communication
• Decision Making
• Initiative
• Innovation
• Motivator
• Organization
• Professionalism
• Results Orientated

PHYSICAL DEMANDS: In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job.

• Standing, walking and squatting less than fifty percent of the work shift
• Required to lift, move and carry up to 40 pounds
• Ability to read, count and write to accurately complete all documentation and reports
• Must be able to see, hear and speak in order to communicate with employees and other customers
• Specific vision abilities include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus
• Manual dexterity required using hands to finger; handle, feel and type; reach with hands and arms

(Check the box that applies by double clicking on the box.)

Sedentary: Limited activity, no lifting, limited walking

Moderate: Mostly standing, walking, bending, frequent lifting

X-Light: Office work, some lifting, bending, stooping or kneeling, walking

Arduous: Heavy lifting, bending, crawling, climbing

WORK ENVIRONMENT: In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job within the environment.

• The work space is clean, orderly, properly lighted and ventilated with the proper safety compliance
• Noise levels are considered moderate

Sunwest Bank Is an Equal Opportunity Employer

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.

Compliance with Bank Secrecy Act laws and regulations is considered an extremely serious matter, and it is intended that Sunwest Bank, through the purposeful efforts of its employees and officers, are expected to make every resolute attempt to conform to its Bank Secrecy Act Program and Procedures. 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. It is the individual responsibility of every employee to maintain a current awareness and understanding of and to fully comply with Sunwest Bank’s “Code of Ethics and Conduct.” Each employee is also expected to maintain an awareness of the laws, regulations, internal policies and procedures that are appropriate for his/her position

Note: The preceding job description has been designed to indicate the general nature and level and work performed by employees within this classification. 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. All job descriptions can be amended without notice as warranted by business necessity.

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