Corporate Real Estate Manager

2 weeks ago

Columbia, Maryland, United States Sandy Spring Bancorp Full time
About Us

Sandy Spring Bank is a leading financial services company that has been enriching the lives of its clients and communities in the Greater Washington region for over 150 years. We are a growing organization that values people and relationships, and we are committed to creating real experiences for our employees, clients, shareholders, and communities.

About the Job

We are currently recruiting for a Corporate Real Estate and Facilities Administration Manager to join our team. This role is responsible for providing administrative and coordination assistance to the Director of Corporate Real Estate and the Facilities Manager for special projects, department reporting requests, and the coordination of team functions. The successful candidate will be responsible for the day-to-day management of all aspects of the Bank's Integrated Workplace Management System, maintaining system data accuracy, and ensuring that the system functionality is responsive to the needs of the Bank.

Key Responsibilities
  1. Database Administration
    1. Maintain IWMS software system as administrator with primary responsibility for employee access and user roles, floorplan update coordination, management of data for various buildings, landlords, leases, vendors, vendor agreements, and projects.
    2. Coordinate the creation of standardized workflows for day-to-day Facilities use of the system.
    3. Coordinate the development and implementation of system upgrades and new modules with software provider, third-party developer, and SSB IT Division, and other internal clients.
    4. Field and fulfill appropriate data and reporting requests from internal clients.
    5. Lead transition from current IWMS software system to new system.
    6. Develop screen steps for training on new system and upgrades as required.
  2. Space Planning
    1. Assist Director of Corporate Real Estate with large-scale re-stack planning.
    2. Assist Director of Corporate Real Estate with space management, vacancy reporting, and other requested metrics.
  3. Project Support
    1. Attend project meetings related to closed/new locations.
    2. Coordinate vendor service transition for closing locations, new locations, including vendor notifications and contract documentation.
    3. Coordinate compliance notice board and name plate ordering for new locations.
    4. Assist Dir of Corporate Real Estate and Facilities Manager with project-related tasks as needed.
    5. Organize project documents upon project completion.
  4. Lease Administration Landlord/Tenant Support
    1. Provide requested data and documents to third-party management companies at Bank-owned buildings.
    2. Act as point of contact for complex landlord-tenant matters, such as resolution of complex billing issues, meter adjustments, signage approvals.
    3. Assist Director of Corporate Real Estate and Facilities Manager with lease-related matters, such as landlord letter agreements, tracking and follow-up for outstanding landlord documentation, lease language in support of tenants position in Landlord-Tenant matters.
  5. Management and Supervision, Department Coordination
    1. Provide training, development, and supervision of Corp. RE and Facilities Senior Analyst and Corp. RE and Facilities Admin Services Coordinator.
    2. Provide guidance and support to other team members when needed, including administrative and vendor documentation matters.
    3. Review and approve for payment all invoices for all parking, utilities, supplies, courier services, janitorial, and other recurring charges under fixed-rate contracts up to approval limit.
    4. Coordinate department compliance with Finance, Vendor Management, Audit, Client Experience, and other internal client deliverables.
    5. Troubleshoot inter-department issues where workflows conflict and collaborate with team members to provide adjusted workflows.
    6. Oversee department policy documentation and collaborate with Director of Corporate Real Estate and Facilities and Facilities Manager to draft or revise policy documentation.
  6. Research and Reporting
    1. Assist with department expense budget tracking.
    2. Coordinate Department responses for internal and external audit requests.
    3. Assist with Disaster Recovery plan updates and annual assessment.
    4. Prepare requested reports for internal clients, as needed.
    5. Supervise preparation and submittal of reports under County law for recycling, utilities.
    6. Research IWMS software reporting features and coordinate custom reports.
  7. Vendor Management Facilities Coordination
    1. Provide vendor information and documentation updates to Director of Vendor Management and Vendor Management software, vendor information directories, IWMS software.
    2. Provide Vendor Management assistance for new vendors, including obtaining all compliance documents, providing documents to Vendor Management Officer, and entering all vendor information into trackers and IWMS system.
    3. Manage vendor onboarding/transitioning/reporting during any Bank acquisitions.
    4. Provide documentation assistance to Facilities Manager for RFP processes, including vendor agreement documentation.
    5. Act as primary contact for certain vendor relationships such as IWMS Software and Ongoing Assistance, Real Estate Tax Appeal, and Electricity Supplier Agreements.
Requirements

We are looking for a highly skilled and experienced professional with a strong background in corporate real estate and facilities management. The ideal candidate will have a Bachelor's degree or equivalent, with paralegal study and experience reviewing leases and agreements preferred. The successful candidate will also have excellent oral and written communication skills, strong organizational skills, and experience in employee supervision.

The candidate will also have strong math skills, knowledge of basic accounting principles, and basic knowledge and terminology in construction, engineering, and building maintenance. Proficiency in Microsoft Word, Excel, Outlook, and Adobe Professional is required, with experience in database management software preferred. The candidate will also have experience with preparation of business documentation and correspondence, legal experience preferred.

We are an equal opportunity employer and welcome applications from diverse candidates. If you require a reasonable accommodation to apply for this position, please contact our job line at and select option 5. We encourage and recommend all candidates to apply via our website.

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