Property Management Operations Manager

Job Summary

The Property Management Operations Manager oversees the bank’s real estate portfolio, support service contracts, and related operational processes. This role ensures all branches and administrative facilities operate efficiently, safely, and in compliance with regulatory requirements.

Responsibilities

• Maintain and administer the facilities work order system, including: Assigning and tracking work orders, New user setup and verification, Managing and tracking routine inspections (fire extinguishers, backflow preventers, HVAC, etc.), Updating and maintaining equipment lists, Documenting routine maintenance for HVAC systems, Regulatory tracking for elevators, boilers, annual fire inspections, and other mandated inspections
• Manage all aspects of support service contracts, including: JIRA approval process for contract documents, Uploading and organizing contract documents, Documenting and tracking start/end dates, termination clauses, renewals, and other key contract terms, Managing and verifying vendor Certificates of Insurance (COIs), Monitoring vendor performance, milestones, and deliverables against contract terms, Contracts include but are not limited to: HVAC maintenance, fire systems, backflow prevention, pest control, snow removal, landscaping, bottled water, waste management, shred/document destruction services
• Actively manage procurement, delivery, and installation of furniture, fixtures, and equipment (FF&E), including: Office furniture (chairs, desks, sit/stand desks), Routine banking equipment, Designing and implementing FF&E approval processes
• Miscellaneous Service Coordination: Assist with service calls and vendor management for various operational services: Shred/document destruction, Trash/waste management, Bottled water services, Pest control, Music services, Multifunction printers (MFPs)
• Financial Oversight & Invoice Management: Receive and distribute all property management-related invoices, Communicate and coordinate with Accounts Payable regarding open items or discrepancies, Proactively monitor, track, and reconcile monthly utility invoices, Review, verify, and approve vendor invoices for accuracy, contractual compliance, and proper cost allocation
• Property & Facilities Management: Oversee day-to-day operations of all bank-owned and leased properties, Ensure facilities are clean, safe, secure, and aligned with brand standards, Develop and implement preventive maintenance programs, Coordinate repairs, renovations, and capital improvement projects, Maintain a comprehensive facility equipment list, ensuring all assets are documented, tracked, and properly maintained, Conduct regular property inspections and compliance audits
• Compliance & Risk Management: Ensure adherence to all local, state, and federal regulations, Maintain documentation for leases, contracts, COIs, inspections, work orders, and regulatory compliance, Support internal and external audit requests related to facilities and vendor management, Oversee life-safety systems, emergency preparedness, and business continuity planning

Essential Duties And Responsibilities

• Work Order System Management: Assigning and tracking work orders, New user setup and verification, Managing and tracking routine inspections (fire extinguishers, backflow preventers, HVAC, etc.), Updating and maintaining equipment lists, Documenting routine maintenance for HVAC systems, Regulatory tracking for elevators, boilers, annual fire inspections, and other mandated inspections
• Contract Administration: JIRA approval process for contract documents, Uploading and organizing contract documents, Documenting and tracking start/end dates, termination clauses, renewals, and other key contract terms, Managing and verifying vendor Certificates of Insurance (COIs), Monitoring vendor performance, milestones, and deliverables against contract terms, Contracts include but are not limited to: HVAC maintenance, fire systems, backflow prevention, pest control, snow removal, landscaping, bottled water, waste management, shred/document destruction services
• FF&E Procurement: Active management of procurement, delivery, and installation of furniture, fixtures, and equipment (FF&E), including: Office furniture (chairs, desks, sit/stand desks), Routine banking equipment, Designing and implementing FF&E approval processes
• Miscellaneous Service Coordination: Assisting with service calls and vendor management for various operational services: Shred/document destruction, Trash/waste management, Bottled water services, Pest control, Music services, Multifunction printers (MFPs)
• Financial Oversight & Invoice Management: Receiving and distributing all property management-related invoices, Communicating and coordinating with Accounts Payable regarding open items or discrepancies, Proactively monitoring, tracking, and reconciling monthly utility invoices, Reviewing, verifying, and approving vendor invoices for accuracy, contractual compliance, and proper cost allocation
• Property & Facilities Management: Overseeing day-to-day operations of all bank-owned and leased properties, Ensuring facilities are clean, safe, secure, and aligned with brand standards, Developing and implementing preventive maintenance programs, Coordinating repairs, renovations, and capital improvement projects, Maintaining a comprehensive facility equipment list, ensuring all assets are documented, tracked, and properly maintained, Conducting regular property inspections and compliance audits
• Compliance & Risk Management: Ensuring adherence to all local, state, and federal regulations, Maintaining documentation for leases, contracts, COIs, inspections, work orders, and regulatory compliance, Supporting internal and external audit requests related to facilities and vendor management, Overseeing life-safety systems, emergency preparedness, and business continuity planning

Qualifications

• Bachelor’s degree in Business Administration, Real Estate, Facilities Management, or Engineering preferred
• 5+ years of experience in property management, facilities management, or vendor/contract administration
• Experience within a financial institution or regulated environment preferred

Benefits

• Access to our Marathon Health Clinics which provide FREE visits & prescriptions
• Generous Paid Time Off benefit
• Tuition Reimbursement
• 401K match
• Associate Stock Ownership Plan
• Daycare Reimbursement
• FREE Onsite Fitness Center/Fitness Reimbursements
• Health and Wellness Programs
• The ability to have a voice with our Diversity/Equity/Inclusion Council
• Career Growth
• Work/Life Balance
• AND MORE

Skills

• Strong knowledge of commercial real estate, lease management, and regulatory compliance
• Experience managing vendor contracts, Certificates of Insurance, and invoice approvals
• Proficiency with work order management systems and facilities software platforms
• Knowledge of HVAC systems, fire safety systems, fire extinguisher services, backflow prevention, pest/rodent control, shred/document destruction, and music services
• FF&E procurement and approval process experience
• Strong project management, organizational, and communication skills
• High attention to detail and strong internal control mindset

Supervisory Responsibilities