Building and Procurement Manager

Federal Home Loan Bank•Irving, TX

6d•Onsite

About The Position

FHLB Dallas actively pursues dedicated and hardworking individuals to be a part of our professional team. Positions are offered on an as-needed basis for all departments. View our current opportunities by clicking the View Open Positions tab above. Coordinates a variety of duties related to the repair and maintenance of the building and the Bank’s facilities through the use of services of outside vendors, agents and contractors. Administer all bidding, vendor management tasks for department. Creates and maintains a professional interface with business departments. This position requires coordination, communication and follow-up with management, suppliers, and facilities, as well as the legal and accounting departments. Provides unparalleled customer service and support to internal and external customers and to department team members. Requires exceptional follow-through, ensuring that all assigned tasks are completed to standard, documented appropriately, and communicated back to relevant stakeholders. Accountable for full lifecycle oversight of work requests, service orders, and vendor activities, providing clear and timely updates until closure.

Requirements

Bachelor’s Degree in Business, Property Management, or Facility Management.
5-8 years experience in property management or procurement .
Purchasing or contracting knowledge or experience a plus.
Must have intermediate to advanced Microsoft Office skills.
Must be detailed-oriented and able to manage multiple competing priorities.
Must have excellent customer service skills and be proficient at communicating and interacting with all levels of customers and management.
Must be highly self-motivated, have an excellent work ethic, be flexible and a team player.
Must be able to work extended hours including early mornings, late evenings and weekends to support departmental workload, operational deadlines, or facilities-related needs.

Nice To Haves

Preferred professional certifications or designations (IREM, BOMA, IFMA, or GBI)
Experience working in facilities or property management department and with contractor insurance requirements and certificates of insurance preferred.

Responsibilities

Supervises assigned employees, allocates work and makes decisions and recommendations involving employment, performance reviews, training and development, promotion and transfer.
Creates a work environment that fosters collaboration and engagement.
Process and administer all Bank and Building contracts for the Property Management & Facilities department after award decision and through the end of the contracting cycle.
Monitor all FHLB contractor certificates of insurance to ensure the certificates follow Bank policy and have correct coverage terms and proper coverage amounts.
Monitor all tenant and tenant contractor certificates of insurance to ensure they have correct coverage terms and proper coverage amounts.
Provide administrative support for Manager and Director and provide backup for Property Management and Facilities staff.
Administer non-contract purchase order requisitioning for Property Management and Bank facility purchases.
Responsible for all bidding practices, ensuring promotion of vendor diversity as outlined by the Bank’s vendor management requirements for all Property Management & Facility department contracts.
Serve as department Record Retention Coordinator (DRC).
Schedule and ensure completion of monthly preventive maintenance vendor services for Bank and Building including all associated administrative tasks including maintaining PM service report library.
Verifies vendor performance and inspects completed work to ensure compliance with contract terms, safety standards, and departmental expectations.
Ensure full-circle communication by providing timely updates to stakeholders and confirming task completion, documentation, and closeout for all assigned responsibilities.
Use advanced writing skills to create presentations and assist in creating on line training modules for Bank employees.
Coordinates with furniture designer in development of detailed furniture reconfiguration plans.
Coordination of semi-annual Floor Warden training, fire drills, and annual fire extinguisher and evac chair training.
Oversees building maintenance activities by coordinating vendors and monitoring progress; this position does not routinely perform maintenance tasks but ensures such tasks are completed properly and on schedule.
Assist in work order and visitor request creation, monitoring and closure, as needed.
Participate in the planning, creation and carryout of all tenant events.
Assists Director, Property Management & Facilities in all areas of responsibility.
Assists in annual facilities budgets including building improvements, operational expenses, and renovation, maintenance, repairs, moving and storage expenses.
Escort vendors as needed.
Perform EverBridge notifications as required for specific building emergency notifications.
Perform additional duties as assigned.