Facilities Coordinator/Team Lead

Main Street Bank•Ayer, MA

12d•$29 - $37•Hybrid

About The Position

Under the direction of the VP, Facilities & Physical Security Officer, the Facilities Coordinator /Team Lead is responsible for ensuring all locations are properly prepared for employees and customers ensuring a secure and safe environment for the purpose of maintaining exceptional customer service, performing hands-on maintenance services as needed, working with vendors and being an active participant in our disaster recovery and emergency preparedness procedures as well as support physical security as needed. Additionally, it is expected that this position manage/lead or assists with projects that affect the department and the bank, acts as a resource for other team members in the Facilities Department and embrace the established sales and service culture to maximize their contribution to the Bank’s goals. The position is typically based out of the Ayer or Marlborough Operations location with regular/daily travel to all other Bank locations. To support special projects and/or coverage needs, this position may be required to report to other designated location as assigned. The position’s workday starts once the employee has arrived at their designated location. Participation in the department's after business hours on call rotation is required. After successful completion of training and proven abilities, this position is eligible for remote access based on responsibilities and in arrangement with management.

Requirements

High School diploma or equivalent
Prior Facilities building management experience required.
Understanding of banking industry and standards a plus
Project coordination/management
Light carpentry skills and use of a variety of hand and power tools, required.
Carpentry, electrical, plumbing/HVAC and mechanical experience with licenses preferred.
OSHA 10 Hour Certification preferred.
Adherence to OSHA Safety Standards and good work practices.
Vendor Management
Familiarity with Salesforce for cases and project management
Knowledge of principles and practices of safe motor vehicle operation; traffic laws and rules involved in motor vehicle operation.
Valid Massachusetts Driver’s License and acceptable driving record and personal auto insurance coverage
Means and mode to travel to any of Main Street Bank’s locations and/or customers as needed on a regular/daily basis.
Working knowledge of Microsoft Office Suite products
Solid understanding and application of and ability to operate standard office equipment.
Excellent communication skills
Responsiveness
Problem solving skills, mathematical problem-solving using addition, subtraction, multiplication, and division.
Excellent organizational skills with the ability to organize multiple projects, managing competing demands and able to deal with frequent change, delays or unexpected events managing workflow and use time efficiently prioritizing to meet tight deadlines.
Self-Monitoring
Independent Relationship Builder - Develops and maintains relationships with officers, employees and external contacts and maintains alignment with core values, vision, strategy, and goals.
Team player
Utilizes technology/systems to improve work processes and create efficiencies and uses a range of technologies to solve problems.
The person in this position frequently communicates with all departments, vendors and occasionally with customers, and therefore must be able to exchange accurate information in these cases.
They will need to use judgment and discretion in decision making situations, interpret and follow all Bank policies and procedures, write/create reports, and business correspondence, (Main Street Bank’s standard language is English).
As well as the ability to: Speak and effectively present/communicate information and respond to questions from customers, groups of managers, vendors, and other employees.
Define problems, collect data, establish facts, and draw valid conclusions.
Read, analyze, and interpret a variety of documents such as safety rules, operating and maintenance instructions and Bank policies and procedures.
Regularly operate/drive a vehicle 50% of the time - Daily local travel for bank purposes and/or on behalf of the bank (i.e., pick up and deliver mail, emergency repairs, perform routine maintenance, meet with vendors).
Regular use of hand tools and/or power tools
Regularly lift, carry and/or move up to 100 pounds, (i.e., equipment, boxes, mail, shovel)
Frequently required to position self to perform functions such as, ascend/descend ladders to perform installs/repairs, run power equipment and hand tools, push, pull, climb or balance; stoop, bend, kneel, crouch, or crawl and access tight spots.
Occasionally required to remain in a stationary position, 15% of the time
Routinely operate a computer
Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Regular use of office productivity machinery (i.e., mail metering and envelope stuffing machines, calculator, copy machine, fax machine, computer, printer).
Regularly required to move throughout the inside and outside areas of the Bank to access resources and individuals and perform services and /or maintenance.
The job regularly requires flexibility regarding time and scheduling, sometimes requiring work to be done outside of a normally scheduled workday which may include early morning, evening and/or weekend hours to ensure the department/business needs are met.
Occasionally work may be performed outside and/or in the maintenance and utility/storage rooms.
Work may occasionally be performed outside with exposure to various weather conditions such as rain, heat and/or cold. 75% of the time
It is a general office environment where the noise level is moderate, however may be loud at times when operating power equipment such as leaf blower, lawn mower, snow blower, etc.

Nice To Haves

Understanding of banking industry and standards a plus
Carpentry, electrical, plumbing/HVAC and mechanical experience with licenses preferred.
OSHA 10 Hour Certification preferred.

Responsibilities

Support the monitoring and maintenance of work orders and projects through the Salesforce application.
Evaluate daily work and special projects and provide direction for planning and day-to-day task completion.
Lead and participate in morning huddles, engage in discussions, and facilitate meetings as directed by the manager.
Act as department lead when the manager is out of office
Travel to any of Main Street Bank’s locations and/or customers as needed on a regular/daily basis.
Perform visual inspections of branch locations while on site. If issues are identified, take appropriate corrective action.
Ensure buildings are safe, secure, clean, and presentable for internal and external customers.
Schedule and/or perform routine preventative maintenance at all bank owned/leased locations.
Manage supply order requests and tracking.
Responsible for the maintenance and upkeep of the supply and shop areas, company owned vehicles as well as other assigned areas.
Participation in the departments after business hours on call facilities support rotation.
Manage and coordinate with vendors as assigned, including creating and/or reviewing scopes of work and obtaining quotes to ensure costs align with budget expectations.
Ensure vendors (new and legacy) are vetted utilizing vendor management policies and procedures.
Oversee/monitor work being performed by vendors during and outside of regular business hours.
Support the Physical Security Officer with daily branch and building security needs.
Participate in and support the records retention program, including storage and destruction processes.
Serve as back-up for mail courier processing and delivery.
Follow established transportation of information procedures when picking up and delivering items or materials as needed.
Provide project management support for assigned projects.
Scheduling and overseeing the work of vendors (such as HVAC, repairs, carpenters, electricians, plumbers, painters) and conducting inspections to ensure that quality of work meets company standards.
Perform post-project analysis of actual expenses compared with budgeted expenses and report any differences.
Effectively use tools and systems to be able to self-manage, organize, and complete work independently, proactively recognizing potential obstacles resolving them before they become an issue, managing to deadlines, creating action plans when not on track, enabling job functions to happen with minimal oversite and meeting conditions of satisfaction.
Readily volunteer and accept assignments to special tasks established to address specific issues and opportunities.
Use discretion in dealing with large amounts of sensitive, confidential information, while adhering to all Bank policies and procedures, consistently demonstrating our core values and service standards.
Regular and consistent attendance is required to continue the high standard of customer service.
In the performance of respective tasks and duties, the employee is expected to maintain knowledge of and ensure compliance with Bank Secrecy Act regulations and adheres to compliance procedures and internal/operational risk controls in accordance with all applicable regulatory standards, requirements and policies as well as attending all required training sessions and completing all required on-line training courses.
Other duties as assigned, performing similar or related work as directed, required, or as situation dictates.
Oversee assigned staff, schedule, and assign work, weight competing priorities directing staff according to business needs and established goals and objectives, identify and provide training.
Create an inclusive work environment that encourages and rewards performance while recognizing individual needs and skills, working towards shared goals, contributing ideas and accepting change.
May contribute towards performance reviews and make recommendations for performance management and training and development.
Monitor departmental procedures, making recommendations for changes to increase productivity and improve efficiencies.
Monitor the day-to-day operations of the department to ensure all necessary tasks are complete and accurate, providing general guidance and supervision of the teams’ goal management.
Provide training and guidance to others in the department on new and existing processes.
Responsible for achieving strong results, despite balancing multiple complex demands.
Promote and enhance the corporate culture and foster the development and implementation of organizational vision, policies, and guidelines.