Director of Facilities and Physical Security

Partners In Recovery LLC; Notre Dame (IN); On-site; USD 110,000 - 170,000; Full time

Job summary

Notre Dame Federal Credit Union is seeking a Director of Facilities and Physical Security to lead enterprise-wide security, facilities oversight, and risk management across all locations in Indiana. The role reports to the COO and guides security programs, vendor relationships, and emergency preparedness.

The ideal candidate will have 5+ years in facilities and security leadership, strong vendor management, and the ability to operate autonomously with strategic vision.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience.
• Minimum of five years of relevant experience in facilities management, physical security, or related field.
• Experience in a financial institution, regulated environment, multi-location organization, or security-sensitive operating environment preferred.
• Experience managing vendors, landlords, contracts, invoices, and facility projects.
• Valid driver's license and ability to travel between locations.

Responsibilities

• Lead enterprise-wide facilities oversight for multiple locations, prioritizing safety and operational impact.
• Serve as the designated Security Officer, managing physical security programs and incident response.
• Oversee vendor relationships, invoices, and contracts with accountability and cost control.
• Coordinate with risk, compliance, and operations to ensure business continuity.
• Develop clear documentation and reporting for leadership on facilities matters.

Skills

Vendor management

Project management

Communication

Documentation

Follow-through

Technical aptitude

AI-enabled tools

Security platforms

Microsoft Office

Data analysis

Education

Bachelor's degree or equivalent combination of education and relevant experience

Tools

Koorsen security services

OpenEye

Virtual Keypad

Job description

• Employee Type Exempt

Contact information

• Name Human Resources

Description

The Director of Facilities and Physical Security serves as the Credit Union’s designated Security Officer and provides enterprise-wide leadership for physical security, facilities oversight, and related operational risk support. This position safeguards Credit Union employees, members, assets, properties, and locations by managing physical security programs, maintaining strong vendor and property management relationships, overseeing facility needs across all locations, and supporting emergency preparedness and incident response. The position is expected to operate as a senior, self-directed leader who can manage priorities with minimal daily oversight, use technology effectively, communicate proactively, document work clearly, and provide written and/or verbal reporting to the Chief Operating Officer and senior leadership as needed.

Essential Duties and Responsibilities

STEWARDSHIP SYSTEM & INTERNAL SERVICE RESPONSIBILITIES

• Treat branches, partners, departments, and leaders as internal service relationships by listening carefully, clarifying needs, communicating expectations, and following issues through resolution.
• Lead through service and influence rather than positional authority by providing expertise, practical guidance, calm coordination, and dependable support during routine work and urgent events.
• Create conditions in which partners can serve members effectively by maintaining safe, functional, secure, and well-supported facilities across all locations.
• Build trust through proactive communication, accurate documentation, transparent prioritization, responsible escalation, and timely status updates when needs cannot be resolved immediately.
• Exercise stewardship over budgets, facilities, systems, access, contracts, vendors, and institutional knowledge by balancing safety, service quality, operational urgency, cost, risk, and long‑term sustainability.
• Strengthen organizational capability by documenting critical knowledge, sharing practical guidance, supporting training, and reducing dependence on undocumented individual knowledge.

Physical Security Leadership

• Serve as the Credit Union’s designated Security Officer and primary internal leader for physical security matters.
• Manage physical security programs designed to safeguard employees, members, visitors, facilities, assets, records, and Credit Union property. Approach security decisions with equal attention to partner safety, member protection, operational continuity, dignity, and clear communication.
• Maintain working knowledge of alarms, video surveillance, cameras, access control, badge access, robbery response procedures, branch opening and closing procedures, cash‑security devices, and ATM security.
• Manage and coordinate security‑related vendor relationships, including Koorsen, OpenEye, Virtual Keypad, and other security service providers.
• Monitor security system performance, resolve issues, coordinate service calls, and ensure appropriate documentation of system changes, procedures, and vendor support.
• Respond to physical security incidents, robbery situations, facility emergencies, security concerns, access issues, and other events requiring calm judgment and timely coordination. Maintain visible ownership from initial response through resolution, documentation, lessons learned, and appropriate follow‑up with affected branches and partners.
• Maintain relationships with appropriate law enforcement, emergency response, and security contacts as needed for Credit Union operations.
• Stay informed about current and emerging physical security threats facing financial institutions and recommend appropriate updates to procedures, systems, or training materials.

Facilities Leadership and Property Management

• Lead enterprise‑wide facilities oversight for headquarters, local and out‑of‑market branches, offices, ATMs, storage facilities, and other Credit Union locations. Prioritize work based on safety, operational impact, urgency, risk, and the ability of branches and partners to serve members effectively.
• Work closely with Cressy Property Management on local branch facility needs, ensuring work is completed timely, properly, and in alignment with Credit Union expectations.
• Directly coordinate with landlords and vendors for out‑of‑market locations to address facility needs, repairs, maintenance, lease‑related facility issues, and escalations.
• Oversee major facility projects such as roofs, parking lots, remodels, branch improvements, repairs, relocations, new branch buildouts and other capital or operational projects.
• Maintain the appearance, functionality, safety, and readiness of Credit Union facilities and grounds through vendor coordination, inspection, follow‑up, and issue resolution. Communicate status, ownership, expected next steps, and constraints, so internal partners are not left uncertain about open needs.
• Identify, evaluate, and recommend vendors and service providers for building, grounds, repair, maintenance, cleaning, courier, security, and related services.
• Coordinate with internal business units to minimize operational disruption during maintenance, repairs, construction, security events, or facility emergencies.
• Maintain familiarity with building systems, mechanical rooms, utilities, shutoffs, building history, known issues, vendor history, and facility‑specific risks.

Vendor, Contract, Budget, and Invoice Management

• Manage vendor relationships with professionalism, accountability, and a focus on service quality, cost control, responsiveness, and ethical conduct. Hold vendors accountable in a manner consistent with Uncompromising Integrity, fairness, documented expectations, and responsible stewardship of Credit Union funds.
• Monitor the performance of outside courier services, cleaning teams, Cressy Property Management, contractors, landlords, and other facilities or security vendors.
• Review, approve, and manage facilities and physical security invoices and contracts within established Credit Union approval authority and policies.
• Assist the Chief Operating Officer with preparation of the facilities and physical security budget, including anticipated projects, contracts, maintenance needs, and vendor costs.
• Support competitive pricing, vendor selection, proposals, bids, and RFP processes as appropriate.
• Maintain records of key contracts, service agreements, warranties, maintenance schedules, vendor contacts, emergency contacts, and project documentation.

Technology, Documentation, and Reporting

• Use work‑order, ticketing, project management, security, vendor, and documentation systems effectively to track requests, issues, resolutions, and project status. Use these systems to provide internal partners with visibility, reliable status information, clear ownership, and documented closure.
• Demonstrate comfort adopting new technology, including AI‑enabled tools and new software platforms implemented by the Credit Union.
• Create and maintain clear documentation for key facilities and security processes, systems, vendors, building details, procedures, and recurring issues. Documentation should preserve institutional knowledge, support continuity, enable consistent service, and help future partners make sound decisions.
• Provide written and/or verbal reporting to the Chief Operating Officer and senior leadership on facilities matters, physical security issues, incidents, projects, vendor performance, budget items, and other areas as requested.
• Use data and documentation to identify recurring issues, improve response times, monitor vendor performance, and support informed decision‑making.

Training, Emergency Preparedness, and Incident Support

• Partner with the Training Department to develop, review, and maintain relevant training materials related to robbery response, branch safety, emergency response, physical security awareness, access procedures, and current threats facing financial institutions. Design guidance and training so partners understand not only required procedures but also the reasons behind them, their role in protecting others, and when to elevate concerns.
• Assist with Credit Union emergency preparedness, disaster planning, weather related office closings, building emergencies, and continuity‑related response planning.
• Support other departments with investigations, fraud/loss matters, security incidents, facility‑related issues, or operational risk matters when a physical security or facilities perspective is needed.
• Coordinate with Risk, Compliance, Retail, Operations, Electronic Services, Training, Information Technology, Human Resources, and other departments as needed. Work as an enterprise partner, placing institutional safety, service continuity, and shared outcomes ahead of departmental boundaries.

Supervisory Responsibilities

This position does not directly supervise Notre Dame Federal Credit Union partners. However, the position is responsible for monitoring, coordinating, and holding accountable outside courier services, cleaning teams, property management partners, contractors, landlords, and facilities/security vendors. The role requires strong influence, vendor leadership, communication, escalation, and follow‑through skills. Steward leadership in this role is demonstrated through influence, expertise, consistency, vendor accountability, internal service, and follow‑through rather than formal employee supervision.

Performance Standards

• Operate as a senior leader who is proactive, self‑directed, responsive, organized, and capable of managing day‑to‑day priorities with minimal supervision.
• Maintain sound relationships with vendors, landlords, property managers, law enforcement, internal departments, and senior leadership.
• Demonstrate calm judgment under pressure, particularly during emergencies, security incidents, facility disruptions, or urgent operational issues.
• Provide timely communication, accurate documentation, and effective follow‑up on open issues, projects, and vendor commitments.
• Maintain ethical vendor practices and avoid conflicts of interest in purchasing, bidding, contract, and vendor selection activities.
• Balance service quality, operational urgency, risk mitigation, cost control, and member/employee impact when making recommendations and decisions. Performance will also include demonstrated Stewardship System behaviors; internal partner confidence; responsiveness to branch and department needs; proactive communication; reliable issue ownership; knowledge transfer; vendor accountability; collaboration; and responsible stewardship of facilities, security systems, budgets, and institutional resources. Evaluation should consider both the results achieved and how those results were achieved.

Requirements

Education and Experience

• Bachelor's degree or equivalent combination of education and relevant experience required.
• Minimum of five years of relevant experience in facilities management, physical security, property management, financial institution operations, or related field required.
• Experience in a financial institution, regulated environment, multi‑location organization, or security‑sensitive operating environment strongly preferred.
• Experience managing vendors, landlords, contracts, invoices, service providers, facility projects, and security systems required.
• Valid driver’s license and ability to travel between Credit Union locations as needed required.

Knowledge, Skills, and Abilities

• Strong vendor management, project management, communication, documentation, and follow‑through skills.
• Technical aptitude and ability to use ticketing systems, security platforms, work‑order systems, Microsoft Office tools, AI‑enabled tools, and other software platforms.
• Working knowledge of physical security systems, including alarms, cameras/video surveillance, access control, badge systems, branch procedures, and ATM security.
• Ability to read and interpret contracts, service agreements, invoices, building documents, safety rules, operating instructions, maintenance instructions, procedures, and related documentation.
• Ability to write reports, procedures, business correspondence, summaries, vendor communications, incident notes, and leadership updates.
• Ability to coordinate multiple priorities across locations, departments, vendors, and projects in a fast‑moving environment.
• Ability to maintain confidentiality, use sound judgment, and handle sensitive information appropriately.

Physical Demands

The physical demands described here are representative of those that must be met by a partner to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the partner may be required to sit, stand, walk, use hands and fingers, communicate verbally and in writing, inspect work areas, visit branch or office locations, access mechanical or facility areas, and occasionally lift or move up to 50 pounds. The role may require travel between Credit Union locations and may occasionally require response outside normal business hours during emergencies, security events, or facility issues.

Work Environment

The work environment is generally office‑based but includes regular interaction with branch, office, storage, mechanical, vendor, construction, parking lot, and facility environments. The noise level is usually quiet to moderate but may vary when visiting mechanical areas, construction areas, or active repair sites.

Regulatory Compliance and Confidentiality

This position is expected to follow regulatory and policy compliance requirements, including those related to BSA, OFAC, AML, information security, vendor management, confidentiality, and other applicable Credit Union policies. This position requires maintaining confidentiality regarding non‑public information about members, employees, vendors, facilities, security systems, incidents, and Notre Dame Federal Credit Union operations.

Summary

Notre Dame Federal Credit Union humbly began in 1941 as a conversation between two professors from the University of Notre Dame. Now, over 75 years later, we have grown into a national, award‑winning financial institution serving over 56,000 members worldwide. We consider our partners (employees) to be one of our greatest assets to this success. We strive to make great things happen for our members and partners by changing one life every day.