Facilities and Real Estate Manager - Kalamazoo, MI at Greenleaf Trust – Kalamazoo, Michigan

WHO WE ARE

At Greenleaf Trust N.A., our teams provide the highest level of comprehensive wealth management, trust administration and retirement plan services. We adhere to the highest standards of fiduciary excellence while providing customized solutions and boutique service to our clients.

SUMMARY

The Facilities and Real Estate Manager is responsible for overseeing the day-to-day maintenance, operations, safety and improvement of the building, grounds, and related infrastructure for our Kalamazoo location. They must also facilitate the same building standards for our eight other leased locations. Additionally, the position will partner with finance to establish effective capital plans and leasehold administration processes.

YOUR ROLE IN SERVING OUR CLIENTS AND ASSISTING DIVISIONS INCLUDES:

Facilities and Property Management

• Plans, organizes, and manages the operations of the facilities and general infrastructure systems.
• Develops and implements a comprehensive preventative maintenance program for buildings, equipment, and grounds to ensure reliability.
• Manages HVAC, plumbing, electrical systems, utilities and other mechanical systems to ensure optimal functionality and efficiency.
• Coordinates with vendors and contractors for repairs, upgrades, and renovations.
• Partners with information technology and security teammates to ensure effective control of environments at each location and appropriate vetting of third-party services.
• Responds promptly to emergency maintenance issues, including weather-related concerns. Communicates plans with organizational partners when adverse conditions exist.
• Ensures safe site conditions at all times for all stakeholders and partners with governing bodies on permitting and regulatory compliance.
• Fosters positive and collaborative relationships with Greenleaf Trust teammates, focused on excellence in service delivery.

Capital Planning, Leased Property Administration, and Financial Diligence

• In partnership with finance, develops rolling five-year schedule of investments necessary for efficient operations and prudent capital allocation at each property.
• Establishes working relationships with landlords to ensure lease and property conditions are executed in alignment with contractual obligations.
• Manages the execution of all leasehold improvements through industry best-practices, project management, and process discipline.
• Partners with finance to ensure effective insurance coverage and policies are implemented for each location. As warranted, the role will also help administer insurance claim activities.
• Implements continuous improvement actions that optimize investments, reduce costs to operate, and achieve sustainable operations.
• Develops maintenance and project budgets for all locations and ensures adherence to financial controls.

DEI COMMITMENT

Greenleaf Trust is committed to diversity, equity, and inclusion, both within the organization itself, and the communities in which we serve. We continue to seek opportunities to give back and serve, work to ensure our actions are better and more inclusive and to provide opportunities for our team members to uphold the same expectations.

SECURITY RESPONSIBILITIES

Employees are required to comply with all information and physical security policies and procedures. Recurring training in information and physical security policies will be provided throughout your period of employment. Participation in the training is required. Refer to the Personnel Information Security Guide and the Information Security Policy Manual for further guidance on information security responsibilities and expectations.

MINIMUM EDUCATION / EXPERIENCE REQUIRED

• Minimum 5 years of experience in property management, lease administration, and/or third-party facility services
• Minimum 3 years of experience, directly or indirectly, working in building trades and/or the construction industry
• Minimum 3 years of experience in budget and/or capital project management processes
• Bachelor’s degree in facilities management, engineering, business, or related field is preferred

TALENTS, KNOWLEDGE, SKILLS, AND ABILITIES

• Must demonstrate a high level of professionalism with customer service orientation
• Proven experience working with contractors, HVAC, plumbing, electric, and other service providers
• Must have demonstrated knowledge of safety protocols, procedures, planning and permitting processes
• Must have familiarity with building management software and systems
• Must be proficient in the use of computer systems like Microsoft Outlook, Teams, Word, and Excel

EQUIPMENT USED

• Computer and related administrative software
• Building management systems
• Trade tools for building maintenance and repairs
• Fleet vehicles
• Various copiers, printers, and scanners
• Multi-line phone
• Audio Visual Equipment
• Smart Phone

SYSTEM APPLICATIONS USED

• MS Office 365 programs
• Password Managers

CONTACTS

• Corporate administration, finance, site security, information technology, vendors

PHYSICAL REQUIREMENTS

• Ability to work flexible hours and occasional on-call scenarios
• Physical ability to: stand for up to 8 hours or longer; stoop and bend for extended periods of time; work in various weather conditions; lift and move heavy items such as ladders and other building equipment.

WORK ENVIRONMENT

The position will be based in Kalamazoo, MI and must be on-site five days per week. The role will require flexibility to work in a variety of conditions both indoors, outdoors, and in confined spaces. At times, working in adverse weather conditions may be required.

OTHER

• Travel throughout Michigan will be required frequently. Occasionally, flight travel to Florida and Delaware as well as weekend travel may be required.
• Must have a valid driver’s license in good standing.
• Drive times between offices can be up to 6 hours depending on weather and traffic.