Facilities & Vendor Relations Lead

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Wallingford, CT, US

9 days ago Requisition

The Facilities & Vendor Relations Lead is an administrative role responsible for the maintenance and overall functionality of all bank properties, both leased and owned, including branches, subsidiaries, offices, operations center, and other real estate. This role covers all, but not limited to retail, back-office, and corporate work spaces. This role focuses on coordinating vendors for larger maintenance tasks while overseeing both large and light maintenance duties.

There will be occasions when the Facilities & Vendor Relations Lead is expected to perform light maintenance work. The Facilities & Vendor Relations Lead also ensures compliance with all applicable local, state, and federal regulations.

• Facilities Operations (Onsite):
  • Manage relationships for contractors handling landscaping, plowing, cleaning, HVAC, branch equipment, and general maintenance. Serve as the onsite point of contact when necessary.
  • Support property/facility for budget development and manage operating and capital expenditures. Develop long-term capital expenditure forecasts and collaborate with Finance to schedule major projects.
  • Ensure the professional appearance and smooth operation of all work spaces, including retail locations, through daily oversight. Appearance should conform to the Bank’s Brand Standards. Work with office managers and other leaders to ensure they are monitoring property on a daily basis.
• Facilities Maintenance & Asset Management (Light Duty):
  • Maintain inventory, records, and schedules for the Bank’s major fixed assets, including but not limited to HVAC systems, fire suppression systems, vehicles, and other assets.
  • Coordinate vendors for larger maintenance and repair tasks, ensuring timely and effective completion of work. Manage vendors to balance competitive pricing with quality work and meet cost control initiatives.
  • On occasion, handles light maintenance duties such as shoveling, sanding, replacing light bulbs, moving boxes/deliveries, building maintenance as needed, coordinating deliveries, repairing workstations, and other minor repairs across all facilities.
• Administer contracts, bids, and RFP processes for services such as mechanical, electrical, plumbing, safety, and janitorial. Manage these processes to control costs and ensure quality of service.
• Oversee vendor management processes, ensuring compliance with the Bank’s Vendor Management Program. Conduct invoice validation and contract reviews to ensure vendors adhere to deliverables and service level agreements.
• Build and maintain strong relationships with vendors, coordinate larger tasks, and ensure regular performance reviews.
• Process and validate invoices for scheduled services through the Banks accounts payable platform (Banktel)
• Safety & Compliance:
  • Ensure compliance with all safety and security protocols and local, state, and federal regulations.
  • Conduct monthly branch/ office/ property maintenance reviews onsite to identify and address any safety concerns or other issues in a timely manner.
• Emergency Support & Light Maintenance:
  • Be available for after-hours emergency support related to property or facility issues.
  • Perform light maintenance duties, coordinating vendors for larger or more complex tasks.

• Perform invoice validation against contracts and ensure accurate and timely reporting for facility budgets.
• Facilitate contract and relationship performance reviews with internal stakeholders from Retail, Operations, and Technology.
• Handle any other duties as assigned.

• Strong analytical, problem-solving, and decision-making skills demonstrating sound judgement.
• Proven self-starter that demonstrates strong initiative and a positive attitude.
• Organization, time management, prioritizing, and the ability to handle a complex, varied workload.
• Exhibits a strong client service mindset and focus orientation.
• Excellent interpersonal, verbal, and written communication skills.
• Effective project…