Job Description

Purpose and Objective

Management and administration of certain lease provisions, property accounting for Eastern Bank’s operational real estate portfolio. Manages Eastern Banks Sustainability and Supplier Diversity Reporting. Oversees the reporting of Capital Improvement projects, Contract Insight, Work Order reporting as well as compliance testing for General Services.

Education and Experience

High School Education with some college. Work experience in property management and sustainability will be an asset.

Responsibilities

Real Estate & Property Management – Supervises the administration of all leases, lease files specific to the Eastern Bank operational facilities portfolio (currently 95 branches, 22 corporate buildings and 23 subtenants). This includes tenant rent rolls and receipt of over $1,200,000 in annual rental income, real estate taxes, water/sewer, municipal gas and electric. Communicates directly with tenants and landlords regarding payments and collections Reviews all CAM invoicing for accuracy. Supervises the submissions and related processes to accounts payable/receivable and assists with problem resolution as required.

Budget Administration – Prepares rent and real estate tax budgets for all Eastern Bank properties and enters the data into the Axiom database. Produces monthly Oracle reports as required by SVP or General Services and the Vice President of retail Administration.

General Services Administration –

Business Continuity – In conjunction with the Senior Vice President of General Services monitors the administration of the General Services department’s Business Continuity Management (BCM) plans. This includes establishing schedules for regular updates to the emergency call lists, key contact information and inter-departmental communications meetings.

Compliance – The General Services Supervisor is also responsible to oversee Ed-Comm compliance tests for General Services and ensure deadlines are met relative to employee testing. Maintains and monitors the development of departments Standard Operating Procedures and related self-assessment programs as well as the Internal/External database reporting.

Facilities Services – Supervises the General Services Coordinators and the related work order process reporting.

Responsible for E-Time approvals for the General Service Coordinators.

Parking – Manages the paid parking program for bank employees. Manages transactional activity related to 18 parking garages and parking lots. Reports paid parking to Human Resources and reviews Finance parking report monthly to ensure accuracy. Supervises the OEP employee stickered parking and the OEP MBTA parking garage programs.

General – Responsible for EAS employee tracking database and the AED/CPR Program for the bank, ensuring all AED’s are in compliance and employees are properly trained at those facilities equipped with AED’s.

Cobblestone – Interprets and explains Cobblestone Contract representatives (Cobblestone Administrators). Manages reporting for the Cobblestone database. Reports on Insurance Certificates to the Legal Department enterprise wide to ensure administrators are maintaining current insurance certificates. Monitors the “expired but active contracts” to ensure administrators maintain current contracts and update the Cobblestone database. Responsible for EAS database for Contract Insight.

Aware Manager – Supervises the General Services Coordinator responsible for Aware Manager work order data entry. Creates and produces AM reports for VP of Facilities. Responsible to ensure General Services Coordinators supply coverage of the work order receipt program.

Sustainability: The General Services Officer is responsible for the creation collection and analysis of a sustainability dash board. The dashboard will include but is not limited to data specific to the enterprise wide data for Energy; Electricity, Natural Gas, Alternative (solar and wind), Renewable Energy Credits, Water, Waste Management, Pollution Prevention, Alternative Transportation and Local Procurement. The incumbent works directly with the SVP of General Services achieve certification of all Eastern Bank branches and Corporate buildings as certified Sustainable Business Leaders. Together with the SVP Director of General Services will create, compile, write and report annually Eastern Banks Sustainability efforts.

Supplier Diversity – The incumbent will work directly with the SVP of General Services and the VP of Purchasing to create, collect and analyze data specific to an enterprise wide Supplier Diversity program for the bank. Upon the creation of this program the incumbent will define and document procedures specific to the collection and reporting of related data.

Skills/Knowledge

Basic knowledge of the principles of budgeting and procurement.
Skill in using personal computer, data management, spreadsheet and work processing software in performing duties. (Microsoft Office Products)
Ability or organize and juggle multiple priorities, ability to communicate effective with landlords/tenants, parking garage managers, vendors, co-workers both orally and in writing.
Ability to plan, organize and work according to priorities established schedules and deadlines.
Effective facilitation and personal interaction skills appropriate to achieving objectives.
Ability to assemble, organize and present statistical, financial or factual information derived from a variety of sources.
Ability to analyze administrative problems and adopt an effective course of action.
Ability to implement and evaluate new and/or revised methods, procedures and performance standards.
Ability to exercise judgment and discretion in implementing and interpreting department policies and procedures.
Ability to use ProLease Software
Ability to run reports in Oracle
Ability to run reports in Aware Manager
Ability to run reports in Contract Insight
Ability to use SharePoint and Outlook
Ability to supervise Personnel

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: #AssetManagement, #PropertyManagement, and Banking. Salaries: Not Disclosed.

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