Overview
The Facilities Manager leads the planning, maintenance, security, and efficient operation of company facilities, equipment, workspaces, and related services across the regional footprint. This position manages Facilities Department personnel and vendor relationships, oversees capital construction projects from site selection through occupancy, administers property and asset operations, and ensures compliance with applicable safety, security, regulatory, budgetary, and organizational requirements.
Position Goals: - Safe, secure, and compliant facilities: Maintain facilities, building systems, security systems, and departmental practices in accordance with applicable laws, codes, regulatory standards, and company policies.
- Efficient multi-site facility operations: Optimize the condition, appearance, utilization, maintenance, and performance of company locations, equipment, workspaces, parking facilities, and grounds.
- Successful capital project delivery: Complete new construction, renovation, expansion, and facility improvement projects within established budgets, timelines, specifications, and occupancy requirements.
- Effective resource and vendor management: Maintain cost-effective contracts, leases, budgets, vendor relationships, service arrangements, and asset lifecycle processes that support business needs.
- High-performing facilities team and service delivery: Develop employees, organize departmental activities, achieve established goals, and provide responsive facilities support throughout the organization.
Responsibilities
Facilities Operations, Maintenance, and Workplace Services- Direct the planning, maintenance, appearance, utilization, and operational efficiency of company facilities, general equipment, parking areas, and surrounding grounds.
- Maintain the work order and ticketing system, assign requests, schedule services, and follow repairs or replacements through completion.
- Conduct routine building inspections and coordinate preventive maintenance, repairs, cleaning, painting, landscaping, and related services.
- Manage office and workspace assignments for employees, new hires, departmental relocations, guests, temporary staff, and out-of-market personnel.
- Coordinate interoffice mail and courier services across the regional footprint and organization.
- Direct onsite and offsite document storage, records retention schedules, secure document destruction, and the proper disposal and destruction of IT assets.
Capital Projects, Properties, and Tenant Administration- Assist with facilities planning and design for renovations, expansions, existing branches, and new branches.
- Lead capital construction projects through the full lifecycle, including site selection, design, budgeting, scheduling, contractor coordination, and final occupancy.
- Manage the Request for Proposal process for general contractors and specialized trades supporting large-scale development projects.
- Coordinate and inspect construction, remodeling, expansion, and landscaping projects, and evaluate contractor performance against project specifications.
- Work with local municipal authorities and fire departments to address zoning, permitting, and code requirements.
- Support the acquisition of company properties through rental or purchase and administer the rental and leasing of company-owned properties.
- Oversee commercial tenant relationships, shared-space coordination, conference room scheduling, and resolution of tenant inquiries or complaints.
- Provide facilities and asset support to Commercial Lending and Special Asset Management through property inspections, property security and management, and consultation with internal stakeholders.
Financial, Vendor, and Asset Management- Assist in developing the annual departmental budget, adhere to established budget parameters, and implement strategies supporting the company's annual operating plan.
- Monitor service contracts for adequacy and cost-effectiveness and manage strategic vendor relationships.
- Process or approve invoices related to company properties and utilities.
- Oversee the end-to-end lifecycle of company vehicles, including purchasing, registration, maintenance scheduling, insurance verification, and driver log administration.
- Manage parking operations, including ticketing, towing coordination, and identification or acquisition of additional parking solutions as business needs arise.
- Ensure facilities and general equipment are properly utilized and maintained.
People Leadership and Organizational Coordination- Organize the work and activities of the Facilities Department, monitor performance against established standards, and support achievement of departmental goals.
- Recruit, onboard, train, coach, develop, and engage assigned personnel to support performance and career growth.
- Organize, schedule, assign, and distribute work among employees while ensuring appropriate resource allocation and accountability.
- Conduct performance discussions, evaluate results, provide recognition and feedback, and address performance concerns in accordance with company policies and procedures.
- Create a positive, inclusive, and collaborative work environment that reflects the company's mission, vision, values, and service standards.
- Encourage open communication and maintain an environment in which employees share ideas, feedback, and concerns.
- Support succession planning and employee development efforts that build organizational capability and business continuity.
- Administer company personnel policies and procedures and ensure employees remain informed of departmental expectations and organizational changes.
- Coordinate with the Market President, Human Resources, department managers, and other stakeholders to align priorities, resources, and activities.
- Meet periodically with facilities leaders across markets to coordinate initiatives, share best practices, and improve operational consistency.
- Provide periodic reports, updates, and recommendations to leadership regarding departmental performance, projects, staffing, and operational needs.
Physical Security, Safety, and Regulatory Compliance- Manage and support adherence to physical security policies, procedures, and practices that promote risk management and organizational safety.
- Assist with the company's overall security program, including facility inspections, system testing, equipment selection, and installation.
- Program, configure, maintain, and serve as the primary regional technical resource for access control, intrusion detection, and fire alarm systems.
- Respond to regional emergency service calls, resolve system issues, monitor alarm activity, and make real-time decisions concerning police and fire dispatch.
- Maintain security system documentation and support audit and compliance requirements.
- Ensure departmental and employee adherence to applicable laws, regulatory requirements, internal policies, risk management practices, and safety and soundness standards.
- Support a workplace free from harassment and other forms of unlawful discriminatory behavior.
Key Success Factors- People Leadership: Drives team performance and growth through succession planning, accountability, coaching, engagement, recognition, and performance management.
- Managing Through Change & Uncertainty: Leads change by communicating the business need, managing project and operational transitions, coaching employees through uncertainty, addressing resistance, and supporting the successful adoption of new facilities, processes, technologies, and workplace improvements. Adaptively balances changing business needs with operational continuity and employee engagement.
- Planning & Results Orientation: Establishes goals, manages resources and budgets, addresses challenges, monitors progress, and maintains high standards.
- Problem Solving & Decision Making: Uses data, clear metrics, and the Tompkins decision making model to anticipate outcomes, manage risks, and coach sound decisions.
- Risk Management: Anticipates and evaluates risks, makes informed decisions with incomplete information, and balances innovation with operational stability.
Qualifications
- High school diploma or GED and at least eight years of progressively responsible facilities, property, or construction management experience, including at least three years in management or supervisory role. An equivalent combination of education and experience may be considered.
- At least five years of demonstrated experience with building systems, contracts, leases, vendors, budgets, capital projects, security, compliance, and maintenance management systems.
- Demonstrated ability to oversee a geographically dispersed, multi-site portfolio of more than 10 locations.
- Necessary visual and auditory abilities to perform the essential responsibilities of the position.
- Valid driver's license and continued insurability in accordance with corporate insurance policy standards and requirements.
Physical Requirements - Ability to lift items weighing up to 50 pounds frequently.
- Ability to sit and stand for prolonged periods, as required.
- Ability to bend, lean, push, and reach while performing assigned responsibilities.
- Ability to perform keyboarding, data entry, and typing activities.
- Ability to work in outdoor, branch, and office environments.
- Ability to perform essential responsibilities with or without reasonable accommodation.
Benefits
- Medical
- Dental
- Vision
- 401(k) Match
- Profit Sharing
- Paid Time Off
- 11 Holidays
- Tuition Reimbursement
- Free Parking throughout Tompkins Community Bank
- Employee Referrals
#communitybank
#LI-ONSITE
Pay Range
USD $93,000.00 - USD $110,000.00 /Yr.
