Tracking Code 1771-706Job Description
POSITION SUMMARY
The VP – Administration is responsible for leading enterprise wide vision and management of Facilities and Facilities Project Management, Corporate Real Estate, Purchasing and Contracting, Mailroom functions as well as REOs. This leader will also be responsible for performance tracking and valuation of GTE’s physical footprint in addition to hiring, developing and managing an in-house administration team as well as vendor partners. As an active participating member of the Vice President Leadership Team, the VP – Administration is responsible for fostering a vibrant and positive culture, driving efficiency and supporting exemplary levels of service for GTE FINANCIAL and its subsidiaries. The VP Administration reports to the SVP/ CSO.
ESSENTIAL DUTIES AND RESPONSIBILITIES
General Management
- As an employee of the organization on the Vice President Leadership Team, this individual is responsible for meaningful collaboration and effective communication across departments and with the Executive Management Team, developing holistic strategies, defining priorities and developing policies, practices and procedures that support Administration’s strategies and the overall goals of the credit union.
- Leads the performance, ongoing management, measurement and continuous improvement of Administration responsibilities, regularly reporting on activities, progress and impact.
- Responsible for the Administration Department budget, capital projects cost and expense tracking.
- Leads a team of in-house staff and vendor partners. Responsible for staffing the department, providing documented feedback, coaching (and correction if required) on a regular basis for the purpose of professional development and enhanced performance.
- Extensive knowledge and understanding of regulatory compliance is necessary to successfully perform job responsibilities. This includes, but is not limited to, building codes, OSHA regulations, and EPA regulations.
Administration Management
- Creates strategies and oversees all facilities maintenance operations for the organization, establishing organizational facilities maintenance policies as well as setting standards to govern construction, repair, and preventative maintenance of buildings and grounds.
- Prepares Requests for Proposal (RFP) and Requests for Qualification (RFQ) documents to solicit proposals from consultants, contractors and vendors. Analyzes proposals, makes recommendations and supervises the work of those retained.
- Ensures that all administration initiatives and projects are completed within budget and on-time, meeting organizational needs and complying with relevant safety standards.
- Oversees the functioning of building systems including all structural, roads and parking, mechanical, electrical, HVAC, fire-life safety and elevators.
- Leads new construction projects, renovation projects and facility upgrades, maintaining all GTE owned properties to protect the value of assets while also ensuring safety and comfort of all occupants.
- Manages real estate transactions for all GTE properties, leases, sales and purchases, also acting as the landlord for GTE property leases to third parties and Credit Union Service Organizations.
- Responsible for the safe operation and maintenance of the organization’s fleet vehicles, ensuring all local and state licenses, insurance and permits for the real estate portfolio and fleet vehicles are kept current.
- Tracks and regularly reports on the performance of administration by using industry benchmarks and organizational metrics.
- Proactively and continuously assesses and communicates facilities and administration needs to ensure appropriate budgeting across departments; to weigh in on how decisions regarding physical locations can impact maintenance and expenses long-term as well as come up with sound and cost-efficient solutions that still meet the organization’s desired experience.
- Responsible for developing and maintaining design and build standards for our locations that avoid unnecessary customizations and increased costs.
- Works with leadership directly responsible for business continuity, disaster recovery and information security to implement strategies, solutions, policies and procedures to diligently ensure security functions are relevant and appropriately administered.
Other Job Functions:
- Perform additional duties as assigned.
- Abides by all policies, procedures, and protocols set forth in the departmental, GTE Financial employee, operational and administrative policy manuals.
- Awareness of the Bank Secrecy Act in addition to other Federal laws, including but not limited to: U.S. Patriot Act, Office of Foreign Assets & Control, Anti-Money Laundering, Right to Financial Privacy Act, and the Bank Bribery Act.
Note: The above statements describe the general nature and level of the work being performed and are not an exhaustive list of all responsibilities of an employee in this job. Job duties can change at any time as directed by management. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.
Required Skills
KNOWLEDGE SKILLS AND ABILITIES REQUIRED
- Must possess and demonstrate excellent interpersonal skills.
- Strong leadership skills with a focus on staff development and team building.
- Excellent project management skills with short and long-term projects.
- Must work equally well independently and as a team member, while using discretion in decision making and sound judgment in problem solving.
- Technical expertise in facilities management.
- Ability and accountable to meeting deadlines.
- Competency reviewing and understanding contract language.
- Must present a professional image at all times.
- Must possess and demonstrate effective leadership and negotiation skills.
- Must possess and demonstrate proficient PC skills (Microsoft Office, software tracking programs), with the ability to learn new software.
PHYSICAL REQUIREMENTS
- Additional hours as necessary to accomplish objectives and goals.
- Ability to lift up to 25 pounds.
- Vision (or corrected) to normal range.
- Ability to stand for long periods of time.
Required Experience
EDUCATION/EXPERIENCE REQUIREMENTS
- Bachelor’s degree and at least 10 years of experience.
- At least 5 years progressively responsible experience in facility management or construction management for a comparable-sized organization.
- At least 3 years management responsibility.
- Extensive knowledge and understanding of regulatory compliance necessary to successfully perform job responsibilities. This includes, but is not limited to, building codes, OSHA regulations, and EPA regulations.
- A strong technical knowledge of the following: mechanical, electrical, plumbing and HVAC.
- Certified Facility Manager (CFM), Emergency Management, Disaster Recovery, Business Continuity or Emergency management professional certification is preferred (CBCP or MBCP).
- Current valid Florida State driver’s license.
GTE Financial reserves the right to revise or change job duties and responsibilities as the need arises.
Job Location Tampa, Florida, United States
Position TypeFull-Time/Regular
