VP, Facilities & Physical Security Officer (77827)

Title: VP, Facilities/Physical Security Officer (PSO)

FLSA Status: Exempt Employment Status: Full Time

Department: Facilities Location: Operations Center/ Hybrid Eligible

Reports To: Chief Financial Officer

Date Prepared: August 9, 2024 Human Resources Review : May 1, 2025

Date Reviewed & Updated: Sept 8,2026

SUMMARY: Reporting to the Chief Financial Officer, the VP of Facilities and PSO is responsible for planning, organizing and directing the facility and construction related activities for the Bank, including the maintenance of all bank properties, negotiating vendor service contracts, coordinating all new construction and remodel jobs, obtaining vendor bids. This position will be responsible for the monitoring and tracking of the Banks facilities including cleaning services, snow removal, landscaping, HVAC systems, play a key role in disaster recovery and emergency preparedness procedures, act as point of contact for OSHA safety related issues, perform inspection of bank owned property and insurance claims as needed. This position is also expected to provide hands-on maintenance services as needed.

Under the direction of the ERM Officer, this position will define strategy, direction and lead the continuous improvement of the Banks physical security program for all locations.

Additionally, this position embraces the established sales and service culture while coaching employees to maximize their contribution to the Banks goals.

This position requires participation in the departments after business hours on call rotation.

After successful completion of training and proven abilities, this position is eligible for a hybrid work arrangement with availability expected during core business hours and agreed upon number of days per-week/month on site.

ESSENTIAL DUTIES and RESPONSIBILITIES:

The requirements listed are representative of the knowledge, skill, and/or ability required.

In the performance of respective tasks and duties, the employee is expected to successfully perform quality work within deadlines with or without supervision, interact professionally with other employees, customers and suppliers; work effectively as a team contributor on all assignments and work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Facilities

- Develop and implement a long-term capital plan for the organization's facilities, including budgeting, prioritizing, and scheduling of projects.

- Oversee the maintenance, repair, and renovation of existing facilities, ensuring compliance with safety, environmental, and regulatory standards.

- Manage the acquisition, disposal, and leasing of facilities and real estate, negotiating contracts and agreements with vendors and stakeholders.

- Coordinate with internal and external partners to align the facilities strategy with the organization's mission, vision, and goals.

- Analyze and optimize the performance, utilization, and efficiency of the facilities portfolio, using data and best practices to inform decision making.

- Manage the negotiation and administration of all facilities maintenance service contracts and vendor bids, including costs, service responsibilities, warranties, proof of liability coverage, and other terms and conditions. Ensure agreements are clearly understood, properly documented, and aligned with the Banks cost constraints and departmental budget.

- Ensure the proper upkeep, maintenance, cleanliness, and safety of all Bank premises, and remain accountable for the overall physical condition of all Bank properties, including snow removal, cleaning services, lawn care, and related services.

- Supervise the maintenance of the Banks facilities, including cleaning services, snow removal, landscaping, HVAC systems, etc.

- Manage activities related to all Bank properties, including occupancy, lease agreements, maintenance, construction, relocation, space planning, and renovation.

- Establish job priorities for the Facilities Department, evaluating need, time, and cost constraints of all work to ensure a seamless operation

- Recommend, develop, and maintain a comprehensive preventive maintenance schedule for all bank properties. Ensure that all mechanical equipment, such as HVAC systems and other related systems, are functioning properly and are well maintained.

- Perform monthly branch/location inspections to review maintenance issues

- Meet with department heads/branch managers to coordinate maintenance projects

- Develop and maintain the annual Facilities budget and capital improvement project plan.

- Support the Records Keeper with records retention storage and destruction and monitor compliance with the Banks records retention policies.

- Approve all facilities-related invoices in accordance with established accounting procedures and departmental approval policies.

- Play a key role in disaster recovery and emergency preparedness procedures, ensuring all locations are properly prepared to support employees and customers and maintain exceptional customer service.

- Perform hands-on maintenance services as needed.

- Work with Commercial Lending and Retail Lending to support inspections of foreclosed, delinquent, and insurance-claim properties. Take required photographs and complete the necessary inspection forms.

- Create and manage the Banks OSHA program, including the recognition and prevention of safety and health hazards, and work with the appropriate authorities during any OSHA audits.

Retail Equipment

- ATM Responsibilities: Negotiate and monitor all ATM-related contracts. Approve all ATM-related invoices and manage (ATM) budget. Oversee and coordinate all equipment installations and upgrades to the ATM fleet.

With support of the Compliance Officer, ensure all regulatory signage is posted correctly.

- Responsible for maintaining bank branch equipment, including cash recyclers, vaults, drive-up equipment, and other related infrastructure.

- Duties also involve preventive maintenance and securing proposals for new equipment.

Physical Security

- Under the direction of the ERM Officer, define the strategy and direction for the Banks physical security program and lead its continuous improvement across all locations.

- Establish and maintain policies, procedures, standards, and guidelines that enable the Banks security strategy.

- Evaluate, implement, and manage physical security systems and equipment, including video management systems, intrusion alarm systems, access control, and other security technology. Log policy exceptions and work with appropriate departments to ensure procedures are followed.

- Prepare and submit the annual budget to support the Banks security systems infrastructure, and review and approve related invoices.

- Partner with the bank's Physical Security Officer in conducting investigations for all robberies/burglaries, threats and all security and safety incidents that occur on Bank property

- Responsible for managing the key/fob system, ensuring consistent and accurate recordkeeping as well as adhering to proper security measures.

- Develop and maintain relationships with local, state, and federal law enforcement agencies and other related government agencies to support compliance with applicable statutes and regulations.

- Monitor internal compliance with established security policies, the Banking Protection Act, and maintain required records.

- Ensure security incidents and suspicious events are reported to regulatory agencies as required.

- Manage, monitor, and maintain facility access provisioning processes for employees, contractors, delivery personnel, and visitors entering the Banks physical locations.

- Oversee security design and development of all new buildings and renovation of existing buildings.

- In conjunction with the VP Training Officer, deliver training, employee onboarding, and awareness campaigns on all aspects of the Security Program, including robbery training.

- Participate in required examinations and audits, and remain responsible for remediating any findings.

- Manage the distribution, inventory, and changes related to keys, fobs, vault combinations, and other access devices for authorized persons, and obtain proper documentation for all requests.

General

- Monitor the day-to-day operations of the Facilities Department and Physical Security functions to ensure necessary tasks are completed accurately, and provide appropriate guidance, supervision, and reporting for assigned staff.

- Effectively use tools and systems to self-manage, organize, and complete work independently. Proactively recognize and resolve potential obstacles before they become issues, manage deadlines, create action plans when work is not on track, and complete job functions with minimal oversight while meeting conditions of satisfaction.

- Assist internal, external, and regulatory auditors with the collection of requested materials for their respective engagements, as assigned.

- Use discretion when handling sensitive and confidential information, while adhering to all Bank policies and procedures.

- Readily volunteer for and accept special assignments established to address specific issues and opportunities.

- Adhere to all company policies, consistently demonstrating our core values and service standards.

- In the performance of assigned tasks and duties, maintain knowledge of and ensure compliance with Bank Secrecy Act regulations, compliance procedures, and internal and operational risk controls in accordance with all applicable regulatory standards, requirements, and policies. Attend all required training sessions and complete all required online training courses.

- Regular and consistent attendance is required to ensure a high standard of customer service.

- Other duties as assigned, performing similar or related work as directed, required, or as situation dictates.

SUPERVISORY RESPONSIBILITIES:

In alignment with our Core Values and Lean Principles, direct staff according to business needs, and established goals/objectives that are aligned with the Strategic Plan.

- Lead, develop, and manage team members to ensure high performance, engagement, and operational effectiveness.

- Conduct performance evaluations and provide ongoing coaching, feedback, and development to support employee growth and accountability.

- Responsible for managing and mentoring, assigned staff to support their growth while fostering teamwork, accountability, collaboration, continuous improvement, and innovation.

- Establish departmental goals, monitor performance metrics, and drive achievement of business objectives.

- Direct departmental activities to ensure service excellence, operational efficiency, and compliance with policies and regulations.

- Drive talent acquisition, succession planning, and employee development initiatives.

- Review and approve employee timecards and time-off requests, ensuring accuracy, policy compliance, and appropriate staffing levels.

- Lead process improvement and change management efforts to enhance efficiency, controls, and service delivery.

- Promote and exemplify the Bank's culture, values, and strategic direction through leadership and decision-making.

LEVEL OF RESPONSIBILITY:

- Works independently along all staff levels and with complex and proprietary information.

- Work is non-routine and complex, relying on prior directly related experience and specific bank policies, and programs, requires the ability to maintain a high level of confidentiality.

- This position has an impact on the safety and security of the institution and is relied on as a subject matter expert.

EDUCATION AND EXPERIENCE:

- Trade/High School diploma or equivalent

- Facility Manager Certification preferred

- Minimum of five (5) years facilities maintenance experience

- Basic knowledge of electrical wiring and plumbing

- Light carpentry skills and use of a variety of hand and power tools

- Understanding of banking industry and standards

- Project Management experience

- OSHA Safety procedures - OSHA 30-hour General Industries Certification preferred

- Proficient in Microsoft 365 Office Suite products and the Internet

- Solid understanding and application of and ability to operate standard office equipment

- Knowledge of principles and practices of safe motor vehicle operation; traffic laws and rules involved in motor vehicle operation.

- Valid Massachusetts Drivers License and acceptable driving record and personal auto insurance coverage with means and mode to travel to any of Main Street Banks locations and/or customers as needed on a regular basis

EQUIPMENT REQUIRED:

- Smart Phone - To enable the MFA (Multi Factor Authentication) facilitating access to MSB systems.

HYBRID/REMOTE ENVIRONMENT:

- Your remote physical location must provide a dedicated workspace that is free from distraction and provides adequate light to be regularly visible on video calls.

- You must have access to a reliable internet connection with adequate bandwidth to join Teams and other video calls.

COMPETENCIES:

- Leadership/People Management

Natural leader with responsive and positive communication (written & verbal), effective relationship management techniques, well developed interpersonal skills, ethics, and cultural awareness with the ability to motivate and build strong relationships with direct reports and cross-functional teams throughout the organization.

- A Goal-driven, collaborative and resourceful strategic problem solver.

Digest complex problems, articulate risks and mitigating factors, navigate situations involving the need for trade-offs, and recommend solutions which meet the needs of all stakeholders.

- Relationship Builder - Develops and maintains relationships with officers, employees and external contacts and maintains alignment with core values, vision, strategy and goals.

- Technology Savvy - Utilize technology/systems to improve work processes and use a range of technology to solve problems.

LANGUAGE/COGNITIVE SKILLS:

The work skills described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The person in this position frequently communicates with all departments, customers, vendors, the Board of Directors and occasionally with customers about banking products and services, and therefore must be able to exchange accurate information in these cases. They will need to use judgment and discretion in decision making situations, interpret and follow all Bank policies and procedures, write/create reports, and business correspondence, (Main Street Banks standard language is English). As well as the ability to:

- Speak and effectively present/communicate information and respond to questions from customers, groups of managers, Board of Directors, vendors, and other employees.

- Define problems, collect data, establish facts, and draw valid conclusions.

- Read, analyze and interpret a variety of documents such as invoices, contracts and instruction manuals safety rules, operating/maintenance instructions and Bank policies and procedures.

WORKING CONDITIONS AND PHYSICAL EFFORT:

The physical and work environment demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to:

Physical Demands/Efforts

- Regularly operate/drive a vehicle 50% of the time - Daily local travel for bank purposes and/or on behalf of the bank (i.e. pick up and deliver mail, emergency repairs, perform routine maintenance, meet with vendors).

- Occasionally use of hand tools and/or power tools

- Occasionally lift, carry, and/or move up to 100 pounds, (i.e. equipment, boxes, mail, shovel)

- Regularly required to position self to perform functions such as, ascend/descend ladders to perform installs/repairs, run power equipment and hand tools, push, pull, climb or balance; stoop, bend, kneel, crouch, or crawl and access tight spots.

- Occasionally required to remain in a stationary position, 25% of the time

Mental & Visual Demands

- Regularly operate a computer for extended periods of time

- Specific vision abilities may be required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

- Regular use of office productivity machinery (i.e. mail metering and envelope stuffing machines, calculator, copy machine, fax machine, computer, printer).

- Work Environment and Hazards

- Regularly required to move throughout the inside and outside areas of the Bank to access resources and individuals and perform services and/or maintenance.

- The job regularly requires flexibility regarding time and scheduling, sometimes requiring work to be done outside of a normally scheduled workday which may include early morning, evening and/or weekend hours to ensure the department/business needs are met.

- Occasionally work may be performed outside and/or in the maintenance and utility/storage rooms.

- Work may occasionally be performed outside with exposure to various weather conditions such as rain, heat and/or cold.

- 75% of the time It is a general office environment where the noise level is moderate, however may be loud at times when operating power equipment such as leaf blower, lawn mower, snow blower, etc.

AMERICANS WITH DISABILITIES ACT

Main Street Bank complies with all aspects of the Americans with Disabilities Act (ADA) and state disability laws. This means that we will not discriminate against qualified individuals with a disability in any phase of the employment relationship including application for employment, hiring, promotions and/or advancement opportunities, termination, compensation, training and any other conditions or privileges of employment.

Qualifications

The completion of this Application for Employment does not assure a position with Main Street Bank and any offer of employment is conditioned on the satisfactory completion of a background and credit review as determined by the sole discretion of Main Street Bank. Neither this Application for Employment nor any document constitutes a contract of employment for a specific term and that any employment relationship that may be established will be 'at-will' and if hired, may be terminated at any time, for any reason, by the applicant or Main Street Bank.

Massachusetts Law - It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Massachusetts General Laws c. 151B prohibits employers from (1) terminating or refusing to hire individuals on the basis of genetic information; (2) requesting genetic information concerning employees, applicants, or their family members; (3) attempting to induce individuals to undergo genetic tests or otherwise disclose genetic information; (4) using genetic information in any way that affects the terms and conditions of an individuals employment; or (5) seeking, receiving or maintaining genetic information for any non-medical purpose.

Main Street Bank is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.