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.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Bachelor's degree in Facilities Management, Engineering, Construction Management, Business Administration, or related field preferred.
• Equivalent combination of education and relevant experience may be considered. Experience as a Plumber, Electrician, Construction Manager
• Minimum five (5) years of progressive facilities management experience.
• Experience managing multiple locations preferred.
• Experience within banking, financial services, commercial office, healthcare, or multi-site environments highly desirable.
• Demonstrated experience managing vendors, contracts, maintenance programs, and capital projects.

OTHER QUALIFICATIONS

• Strong understanding of building systems and facility operations.
• Knowledge of applicable building codes, safety regulations, and compliance requirements.
• Ability to manage multiple priorities and projects simultaneously.
• Strong budgeting, forecasting, and financial management skills.
• Excellent problem-solving and decision-making abilities.
• Strong interpersonal and communication skills.
• Ability to interact effectively with executives, branch personnel, vendors, contractors, and regulatory authorities.
• Proficiency in Microsoft Office applications and computerized maintenance management systems (CMMS).
• Ability to prepare professional reports and presentations for senior management.

SUCCESS FACTORS

The successful Facility Manager will demonstrate strong leadership, sound financial stewardship, exceptional vendor management skills, effective communication, regulatory awareness, and a commitment to maintaining safe, efficient, and professional banking environments that support employees, customers, and organizational objectives.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable Individuals with disabilities to perform the essential functions.


Travel: Ability to travel regularly between branch and office locations.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is required to stand; walk and stoop, kneel, crouch, or crawl when inspecting facilities, including roofs, mechanical spaces, and exterior property areas. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus. The employee must be available to respond to facility emergencies outside normal business hours when necessary.

WORK ENVIRONMENT

While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

EQUAL EMPLOYMENT OPPORTUNITY

Patriot Bank is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, veteran status, or any other protected status under federal, state, or local law.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the incumbent. Incumbents may be asked to perform other duties as required.