Corporate Real Estate & Facilities Administrative Manager - Sandy Spring Bank

Are you someone who seeks opportunity and has a true desire to grow your career with an organization that has enriched the lives of its clients and communities in the Greater Washington region for more than 150 years? If so, Sandy Spring Bank may be the perfect fit for you!​

Sandy Spring Bank is a growing financial services company focused on creating real experiences for our employees, clients, shareholders and communities. ​We are proud to have been certified as A Great Place To Work®, recognized by The Washington Post and the Baltimore Sun as a Top Workplace, by Forbes magazine as the #1 Bank in Maryland.  It is our employees who play an integral role in shaping who we are as a company and upholding what matters most to us: people and relationships.​

To help us attract the highest quality individuals, we offer a comprehensive benefits package to those who qualify. We offer competitive market salaries, paid time off, multiple retirement savings options, full health care options, life insurance, health care and dependent care flexible spending accounts, career development opportunities, tuition assistance and volunteer opportunities. We are proud to offer those, and so much more, making Sandy Spring Bank a remarkable place to work and build a career.

About the Job:
Sandy Spring Bank is currently recruiting for a Corporate Real Estate and Facilities Administration Manager. The Corporate Real Estate and Facilities Administration Manager is responsible for providing a higher level of administrative and coordination assistance to the Director of Corporate Real Estate and the Facilities Manager for special projects, department reporting requests and the coordination of team functions.  In addition, this position is primarily responsible for the day-to-day management of all aspects of the Bank’s Integrated Workplace Management System, maintaining system data accuracy, and insuring that the system functionality is responsive to the needs of the Bank.  In addition, this position is responsible for the tracking of/and assigning employee work areas, including the management of employee relocations, re-stacks and new-hire placements.  This position also supervises the work of the Corporate Real Estate and Facilities Senior Analyst and the Corporate Real Estate and Facilities Admin Services Coordinator, providing guidance and support with time-sensitive, voluminous or complex matters when warranted in order to maintain expected service levels, and providing review and payment approval for invoices associated with certain expense categories. 

MAJOR JOB ACCOUNTABILITIES

1. Database Administration
   1. Maintain IWMS software system as administrator with primary responsibility for employee access and user roles, floorplan update coordination, management of data for various buildings, landlords, leases, vendors, vendor agreements and projects
   2. Coordinate the creation of standardized workflows for day-to-day Facilities use of the system
   3. Coordinate the development and implementation of system upgrades and new modules with software provider, third-party developer, and SSB IT Division, and other internal clients
   4. Field and fulfill appropriate data and reporting requests from internal clients
   5. Lead transition from current IWMS software system to new system
   6. Develop screen steps for training on new system and upgrades as required.

1. Space Planning
   1. Assist Director of Corporate Real Estate with large-scale re-stack planning
   2. Assist Director of Corporate Real Estate with space management, vacancy reporting, other requested metrics

1. Project Support
   1. Attend project meetings related to closed/new locations
   2. Coordinate vendor service transition for closing locations, new locations, including vendor notifications and contract documentation
   3. Coordinate compliance notice board and name plate ordering for new locations
   4. Assist Dir of Corporate Real Estate and Facilities Manager with project-related tasks as needed
   5. Organize project documents upon project completion

1. Lease Administration – Landlord/Tenant Support
   1. Provide requested data and documents to third-party management companies at Bank-owned buildings
   2. Act as point of contact for complex landlord-tenant matters, such as resolution of complex billing issues, meter adjustments, signage approvals
   3. Assist Director of Corporate Real Estate and Facilities Manager with lease-related matters, such as landlord letter agreements, tracking and follow-up for outstanding landlord documentation, lease language in support of tenant’s position in Landlord-Tenant matters

1. Management and Supervision, Department Coordination
   1. Provide training, development and supervision of Corp. RE and Facilities Senior Analyst and Corp. RE and Facilities Admin Services Coordinator
   2. Provide guidance and support to other team members when needed, including administrative and vendor documentation matters
   3. Review and approve for payment all invoices for all parking, utilities, supplies, courier services, janitorial and other recurring charges under fixed-rate contracts up to approval limit
   4. Coordinate department compliance with Finance, Vendor Management, Audit, Client Experience and other internal client deliverables
   5. Troubleshoot inter-department issues where workflows conflict and collaborate with team members to provide adjusted workflows
   6. Oversee department policy documentation and collaborate with Director of Corporate Real Estate and Facilities and Facilities Manager to draft or revise policy documentation

1. Research and Reporting
   1. Assist with department expense budget tracking
   2. Coordinate Department responses for internal and external audit requests
   3. Assist with Disaster Recovery plan updates and annual assessment
   4. Prepare requested reports for internal clients, as needed
   5. Supervise preparation and submittal of reports under County law for recycling, utilities
   6. Research IWMS software reporting features and coordinate custom reports

1. Vendor Management – Facilities Coordination
   1. Provide vendor information and documentation updates to Director of Vendor Management and Vendor Management software, vendor information directories, IWMS software
   2. Provide Vendor Management assistance for new vendors, including obtaining all compliance documents, providing documents to Vendor Management Officer and entering all vendor information into trackers and IWMS system
   3. Manage vendor onboarding/transitioning/reporting during any Bank acquisitions
   4. Provide documentation assistance to Facilities Manager for RFP processes, including vendor agreement documentation
   5. Act as primary contact for certain vendor relationships such as IWMS Software and Ongoing Assistance, Real Estate Tax Appeal and Electricity Supplier Agreements

KNOWLEDGE, SKILLS, AND ABILITIES

1. Bachelor’s Degree or Equivalent is required.  Paralegal study and experience reviewing leases and agreements is preferred.
2. Effective oral and written communication skills
3. Excellent organizational skills; office management experience preferred
4. Employee supervision experience
5. Strong math skills required; knowledge of basic accounting principles preferred
6. Basic knowledge and terminology in construction, engineering and building maintenance preferred
7. Beginner to intermediate proficiency with Microsoft Word, Excel, Outlook, Adobe Professional required; Database Management Software experience preferred
8. Experience with preparation of business documentation and correspondence, legal experience preferred
9. Experience with online research and telephone inquiries to obtain information as needed
10. Experience with fast-paced office environment
11. Requires an energetic, can-do attitude, balanced with always doing what is right and what is in the best interest of the organization
12. Requires extensive internal and external contacts at all levels involving high degree of diplomacy, tact and judgment
13. Displays a strong sense of client focus.  Is a team player and dedicated to meeting the expectations and requirements of internal and external clients.
14. Displays a desire to expand knowledge and skills related to Corporate Real Estate and Facilities Management;
15.  

SPECIFIC PHYSICAL REQUIREMENTS:

Work requires reasonable mobility in and around the work area.  Ability to use standard computer and phone systems is required

WORKING CONDITIONS:

Normal office environment where there is almost no discomfort due to temperature, dust, noise, or other disagreeable elements.

Work includes little or no potential exposure to hazardous conditions.

Must be able to travel to remote company and/or client locations.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Sandy Spring Bank provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

If you require a reasonable accommodation to apply for a position, please call our job line at 1-800-399-5919 and select option 5. Requests are considered on a case-by-case basis.

Sandy Spring Bank partners with various job boards to advertise our openings. Please visit our website, www.sandyspringbank.com to confirm the validity of the job posting to avoid any potential fraudulent activity. We encourage and recommend all candidates to apply via our website.