Facilities Contract Manager - Rockland Trust

Rockland Trust is hiring a Facilities Contract Manager. The Facilities Contract Manager will oversee and provide vendor management for all Facility related contracts.  Manage and support all facility life safety systems, emergency systems and back-up, business continuity/disaster recovery plans, compliance, third party risk management, audit response, and support all facilities management software programs and databases  Coordinate work with service vendors, manage service agreements and assists with RFP processes and vendor selection.  This position is the primary liaison with Enterprise Risk Management/Third Party Risk Management and internal audit on Facility related requests, responses and requirements.  Provide budgetary support and expense tracking.  Maintain strong working relationships with and mutual support of Facilities Coordinators and Maintenance Technicians. 

Responsibilities & Duties                                                                                        

1.  Facility Vendor Management to include: preventative maintenance contracts and service-related contracts                            

• Manage the on boarding of all facility vendors for Department.   
• Maintain spreadsheet for all preventative maintenance contracts to ensure that work is scheduled on time                      
• Review preventative maintenance inspection reports for deficiencies and/or recommendations            
• Discuss deficiencies and/or recommendations with vendor; obtain proposal for Facilities Manager's review                         
• For service related contracts, ensure that all work is being performed as per the scope of work and service contracts.    
• Create evaluation reports for all Facilities related services on an annual basis; meet with vendors as needed, address performance issues as needed                               
• Meet with vendors at branch/building locations as needed to review adherence to scope of work
• Provide recommendations to Facilities Operations Manager for vendor changes if needed
• Maintaining spreadsheets for all contracted amounts for tracking and quarterly accruals               

2.   Manage and maintain all critical facility infrastructure for RTC Facilities

• Manage all Fire Alarm, Sprinkler, private hydrant and IT fire suppression systems and related reporting and communications with local fire departments.
• Manage all Facility emergency systems, including but not limited to back up generators, UPS/battery back-up, Liebert units, etc.
• Manage all elevator and lift systems and annual state safety inspections
• Coordinate all HVAC preventative maintenance and assist in replacements at RTC Facilities 
• Maintain and update all HVAC PM logs 

3. Responsible for maintaining all vendor certificates of insurance 

• Ensure all vendors’ certificates of insurance are up to date and contain all required amounts and policies
• Manage Smart Compliance Relationship for housing all COI and automatic renewals                  

4. Responsible for Facility evacuation procedures to include:                        

• Coordinate annual fire drills at buildings with appropriate vendors and Fire Departments                     
• Maintain and update evacuation monitor list due to staff changes; train new evacuation monitors                      
• Update and maintain evacuation procedures.      

5.  Primary liaison for entire Department with ERM/Third Party Risk Management.

• Serve as primary point person to ensure Dept is following all required controls    

6.  Serve as designated Department subject matter expert for all business continuity/disaster recovery processes and procedures          

7.  Serve as point person for coordination and scheduling of all environmental testing.

8.  Service as point person for review of all ADA accessibility at all RTC Facilities.   Work with external architect, the Massachusetts Architectural Access Board (AAB) and other local and state authorities in response to access issues.  Oversee annual ADA audit, coordinate responses, and address issues that arise.   

8.  Create and maintain database of banking and mechanical equipment from information provided by maintenance technicians                                    

9.  Additional responsibilities may be assigned as needed                              

Requirements

• Proficient in Microsoft Office Products (Outlook, Excel, Word)                     
• Must be able to work independently, be a self-starter and a self-motivator                           
• Must be organized and detail oriented with strong problem solving and time management skill
• Must have good verbal and written communication skills                              
• Proficient in tactfully dealing with complaints                     
• Must be able to work with individuals at all levels within and outside of the bank                              
• Valid driver's license, personal automobile and good driving record is required     
• 7-10 years of Facility Vendor/Contract Management and Compliance experience, including direct oversight of facility related vendors