Facilities and Procurement Operations Manager

FEDERAL HOME LOAN BANKS OFFICE OF FINANCE

FACILITIES AND PROCUREMENT OPERATIONS MANAGER

POSITION DESCRIPTION

POSITION: Facilities and Procurement Operations Manager DATE: April 2025

DEPARTMENT: Human Resources FLSA: Exempt

REPORTS TO: Director, Human Resources LOCATION: Reston, VA

SUMMARY OF POSITION:

The Facilities and Procurement Operations Manager will be responsible for overseeing the day-to-day operations of our facilities to ensure that the workspace is clean, safe, and functional and the procurement process for all functions outside of Information Technology. The incumbent will operate across different business functions, working on both a strategic and operational level to meet the needs of our employees, clients, visitors and vendors. This role is essential for keeping our facilities safe, efficient, and welcoming.

This is a hands-on job for a small company of approximately 140 employees across two floors. The incumbent will be responsible for ensuring the smooth functioning of the corporate office space and refining office procedures to enhance overall workplace efficacy for OF employees. This includes managing day-do-day operations of facilities (i.e. ordering office supplies, parking access, building access, etc.), organization and cleanliness of shared office spaces, (i.e. offices, conference rooms, kitchens, copy rooms etc.) and routine maintenance through external vendors and property management.

The incumbent will be responsible for working with Human Resources and Facilities procurement needs including identifying, evaluating and managing supplier relationships. This includes negotiating pricing and contracts and monitoring vendor performance. Other functions may be assigned if time permits.

The incumbent must have the ability to exercise good judgment in a variety of situations, problem solve, strong management skills, excellent administrative and organizational skills, and the ability to manage multiple priorities simultaneously. This person must be a self-starter and able to work under pressure to handle a variety of activities.

We're proud of the way our teammates have a positive impact on everything we do. Our employees are committed to and exemplify our Core Values:

• Integrity through accountability, consistency, transparency and trust
• Agility through adaptability, continuous improvement, expertise, and flexibility
• Partnership through collaboration, communication, leadership, and teamwork
• Inclusivity through diversity, relationships, respect, and support

PRINCIPAL RESPONSIBILITIES:

• Planning, coordinating and managing the OF's administrative procedures to streamline processes.
• Serves as primary interface with building management, service vendors, and repair providers.
• Serves as the 24/7 primary contact for building emergencies and responses.
• Develop and manage the Facilities Annual Budget, including the approval of vendor bills.
• Maintain day-to-day operations of facilities, including completing maintenance orders.
• Manage the OF's badge and parking process.
• Responsible for the vendor management process, including onboarding new vendors, serve as the primary Vendor Management Steward for Human Resources and Facilities, manage the purchase request, purchase order and complete required vendor due diligence processes.
• Manage all maintenance-related contracts and processes for office equipment (i.e. printers, copiers, postage, HVAC, generator, etc.), including scheduling routing maintenance.
• Manage and schedule routine inspections and emergency repairs as needed.
• Manage resources such as office supplies and breakroom/kitchen products, including inventory and placing orders. Manage the office-wide newspaper subscriptions.
• Manage the relationship with property managers (i.e. Boston Properties and others), including managing overall process for lease renewals, amendments, negotiations, etc.
• Manage the inventory process.
• Onboard new hires in conjunction with HR to include: parking access, fitness center access, workstation assignment, name plates, workstation cleaning and setup with supplies, and other related tasks
• Manage the OF's Physical Security Policy, including ensuring proper security measures are in place and collaborating with security system vendors.
• Manage FedEx and UPS accounts and facilitate office-wide shipment of materials using FedEx and UPS online to schedule pick-ups and receive deliveries and distribution of all incoming and outgoing office-wide mail.
• Provide coverage for the front desk during business office hours, monitor other office access points via security cameras, and contact building security in the event of suspicious activity and/or alert staff.
• Responsible for Workplace Diagnostics to ensure appropriate space requirements for current and future employee needs based on workforce planning.
• Manages workplace Safety Coordinators and trainings for staff (i.e. Fire Safety, CPR, First Aid)
• Manage any office renovations, construction, and refurbishments including oversight over RFP process; manage selection and management of vendor relationships (i.e. architect, designers, general contractors, furniture distributors, etc.).
• Manages lease agreements including overseeing lease terms, handling renewals and negotiations, and ensuring compliance with lease conditions.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and other office software and computer applications. Computer savvy is important for this role.
• Miscellaneous facilities related duties as assigned.

PRINCIPAL JOB REQUIREMENTS:

• Bachelor's degree or related experience.
• 5-7 years' experience in facilities management, property management, office management, or equivalent related functions; experience managing corporate office spaces.
• Knowledge of OSHA and other environmental regulations.
• Knowledge of general maintenance methods, operating requirements, and safety precautions related to facilities management.
• Strong procurement and negotiation skills.
• Strong customer service orientation.
• Ability to develop and maintain relationships with suppliers, employees, contractors, etc.
• Detail oriented with ability to multi-task and demonstrate good time management skills.
• Proactive with the ability to make quick decisions and solve problems.
• Ability to use initiative and independent judgment within established policy guidelines.
• Ability to communicate and collaborate with all levels of management and staff.
• Ability to work independently and exercise sound judgement when serving OF employees.
• Ability to listen and integrate ideas from diverse groups of individuals, build and maintain respectful relationships, collaborate with others, and resolve conflicts constructively.
• Proof of eligibility to work in the United States.
• Full time on site is required
• This role has off hour/on call/emergency responsibilities.

EQUAL EMPLOYMENT OPPORTUNITY:

The Federal Home Loan Banks Office of Finance is committed to equal employment opportunity without regard to race (including traits historically associated with race, such as hair texture, hair type and protective hairstyles), color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin or ancestry, ethnic origin, age, physical or mental disability, veteran status, uniformed service member status, military status, sexual orientation, gender identity, status as a parent, marital status, genetic information (including testing and characteristics), citizenship or immigration status, or any other characteristic protected by applicable federal, state, or local law.