AVP, Facilities Manager

Poppy Bank•Santa Rosa, CA

2d•Onsite

About The Position

The AVP, Facilities Manager oversees the Bank's facilities operations, maintenance activities, service requests, vendor relationships, and facility-related projects to support safe, functional, professional, and well-maintained work environments. This hands-on role manages facilities requests from intake through resolution and coordinates maintenance, repairs, preventive services, and operational support activities. The position also oversees vendor performance and prepares management and Board reports. In addition, The AVP, Facilities Manager partners with internal stakeholders on relocations, improvements, and operational initiatives. The incumbent is expected to respond directly to facility issues, travel to perform field work as needed, exercise sound judgment and practical problem-solving skills, and manage multiple priorities. This position requires that the individual works in the office, independently, and with minimal supervision. Ensures compliance within all Bank policies and procedures, as well as all applicable state and federal banking regulations.

Requirements

Bachelor's degree in facilities management, construction management, business administration, project management, or a related discipline; or an equivalent combination of education and relevant experience.
Progressively responsible experience in facilities operations, property or branch maintenance, vendor management, construction or project coordination, or a related field.
Demonstrated ability to manage a high volume of service requests from intake through closure while maintaining accurate status, ownership, documentation, and follow-up.
Experience coordinating vendors and contractors, reviewing proposals and invoices, monitoring service quality, and addressing missed commitments or incomplete work.
Knowledge of preventive maintenance concepts, repair coordination, workplace safety, building systems, and common facilities services sufficient to evaluate needs, ask appropriate questions, and coordinate qualified providers.
Excellent organizational and time management skills, with the ability to manage multiple concurrent requests and projects, establish priorities, meet deadlines, and track issues through resolution.
Strong analytical, critical-thinking, and problem-solving skills, including the ability to evaluate urgency, operational impact, cost considerations, dependencies, and escalation needs.
Effective verbal, written, and interpersonal communication skills, including the ability to write clear status updates, management reports, Board-level summaries, correspondence, procedures, and vendor communications.
Demonstrated ability to work effectively with branch personnel, department leaders, Project Managers, executive management, vendors, landlords or property managers, and other internal and external partners.
Ability to read and interpret service agreements, proposals, scopes of work, invoices, inspection reports, maintenance records, project documents, policies, and procedures.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams, and the ability to learn facilities request, document management, invoice, project, and reporting systems used by the Bank.
Ability to create and maintain practical tracking tools, analyze status information, and produce accurate recurring reports for management and governance audiences.
Ability to work independently with minimal supervision while maintaining appropriate communication, documentation, and escalation.
Ability to be responsive to urgent facilities matters outside normal business hours when necessary and assigned.
Valid driver’s license and a personal vehicle for transportation.
Ability to multi-task in a fast-paced environment.

Nice To Haves

Financial services or multi-site experience is preferred.
Knowledge of Bank operations, regulatory expectations, security considerations, and vendor management practices is preferred.

Responsibilities

Oversee the servicing and maintenance of facility equipment and systems, including evaluating issues, implementing appropriate corrective actions, and engaging external vendors when specialized expertise or services are required.
Lead and coordinate branch and office maintenance activities, furniture installation, equipment relocation, facility setup, and operational support tasks.
Coordinate and support response efforts for facilities incidents and emergencies, including travel to Bank locations to conduct on-site assessment, resource coordination, vendor dispatch, escalation, documentation, recovery activities, and follow-up until resolution or transfer to appropriate specialists.
Conduct routine facility inspections and personally verify maintenance conditions, safety concerns, equipment performance, and completed work.
Perform hands-on facility maintenance, troubleshooting, adjustments, inspections, and minor repairs when practical and within the incumbent's knowledge, training, and authority.
Monitor and respond to the facilities email channel and other assigned facilities request sources in a timely, professional, and service-oriented manner.
Oversee facilities service requests from intake through resolution, ensuring issues are accurately defined, prioritized based on urgency and business impact, assigned for appropriate response, documented, and communicated effectively through completion.
Coordinate recurring and preventive maintenance activities and monitor upcoming service dates, inspections, renewals, and corrective actions including follow-up with local management and affected departments.
Engage with approved vendors in accordance with Bank requirements, obtain proposals or estimates when appropriate, confirm scope and scheduling, and coordinate site access with Bank personnel.
Manage vendor relationships and performance by setting clear expectations, monitoring responsiveness and quality, documenting issues, escalating delays or deficiencies, and confirming that contracted or requested work is completed satisfactorily.
Validate vendor completion through requestor confirmation, site review when appropriate, photographs, service documentation, invoices, or other reasonable evidence before closing requests or recommending payment.
Review facilities-related invoices and supporting documentation for alignment with approved scope, pricing, and completion status. Route invoices for approval in accordance with Bank procedures.
Maintain vendor contact information, agreements, certificates, proposals, service records, warranties, preventive maintenance schedules, and other facilities documentation in approved repositories.
Identify recurring facility issues, service gaps, aging equipment, and operational risks. Develop practical recommendations for management consideration and track approved corrective actions.
Work closely with Project Managers, Branch Management, and stakeholders in other departments to coordinate facilities updates, workstreams, schedules, vendors, site readiness, dependencies, communications, documentation, and project closeout.
Prepare concise monthly facilities status reports summarizing significant requests, completed work, open items, vendor performance concerns, project activity, costs or budget considerations when available, risks, and planned next steps.
Prepare facilities content for Board and committee reports in a clear, accurate, and executive-ready format. Maintain supporting records for reported items.
Participate in planning and execution for branch openings, relocations, remodels, closures, office moves, equipment installations, and other assigned projects.
Coordinate facilities response for urgent incidents such as water intrusion, utility disruption, building access issues, environmental concerns, or other conditions affecting a Bank location. Escalate promptly and support documentation, vendor dispatch, and follow-up.
Support business continuity and emergency response activities related to Bank facilities, including maintaining current contact information and assisting with recovery or alternate-site arrangements as assigned.
Assist SVP, Information Technology Officer with facilities budget planning and expense monitoring by organizing estimates, invoices, recurring service costs, project costs, and variance explanations for management review.
Promote consistent service standards, documentation, and maintenance practices across Bank locations.
Protect confidential Bank, employee, vendor, access, security, and facility information and use appropriate discretion in all communications and records.
Complete administrative tasks accurately and on time and support the Bank's goals, values, and service expectations.
Provide backup support for related administrative, facilities, project coordination, and incident response activities during staff absences or periods of increased workload.
Complete a minimum of 10 hours of CRA volunteer hours per year. Volunteer hours are typically scheduled within business hours. This is compensable time and mileage is reimbursed.
Other duties as assigned.