Administrative & Facilities Coordinator

TITLE:

Administrative & Facilities Coordinator

REPORTS TO:

Corporate Secretary

FSLA:

Non-Exempt

CATEGORY:

Full Time

SHIFT:

Mon – Fri 8:30am – 5:30pm (with some adaptation for vendor access)

MEAL/BREAKS:

One (1) paid 15-minute break per four (4) hours worked and one (1) unpaid sixty (60) minute meal break for shifts over 6 hours.

SUMMARY

The Administrative & Facilities Coordinator reports to the Corporate Secretary and provides administrative and event support to the Bank and coordinates maintenance of the corporate headquarter grounds and security systems. Their role assumes responsibility and accountability for adherence to Bank policies and procedures, as well as all applicable state and federal laws and regulations pertaining to banking.

ESSENTIAL DUTIES

Administrative Support

Monitors orders for Bank office supply inventories in a cost-effective manner with approved vendors and within authority limits.

Coordinates orders of Bank logo items and serves as the liaison with vendor(s).

Assists with maintenance of corporate calendars, meeting invitations, and making travel arrangements.

Schedules and communicates weekly “all team” and “corporate market” Zoom and in-person meetings.

Processes the Bank daily incoming mail including opening, sorting, and delivering to each department.

Manages Bank’s boardroom, conference rooms, and Basecamp ensuring rooms are clean, stocked, and ready for meetings and events including assisting with refreshments and meals as requested using vendor support where possible.

Compiles expense reports for executives upon request.

Coordinates the Bank holiday party and supports planning and preparations for various Bank social and training events.

Creates and posts holiday closure signage in compliance with regulatory guidelines.

Maintains electronic signage with current and relevant content.

Assumes responsibility for special projects; gathers data and prepares reports for management, audits, and other personnel.

Serves as corporate ambassador for sustainability by promoting sustainability practices including, but limited to, creation and distribution of sustainability flyers.

Prepares, supports other markets, and delivers safety and security training programs (i.e. active shooter, fire drill, evacuation, robbery, etc.)

Facilities Support

Monitors the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots, tenant, and outdoor spaces utilizing corresponding vendors.

Supports, tracks and schedules routine facility maintenance and repairs using available resources and vendors, seeking management approval when warranted.

Inspects and tests AED machines monthly.

Coordinates preparation of facilities for changing weather conditions.

Oversees monitoring of the parking lot to address unauthorized uses of the lot.

Maintains a positive and collaborative relationship with facility and Bank vendors while supporting cost management and Bank financial objectives.

Adapts work hours to coordinate vendor building access for maintenance and repairs.

Oversees key controls and security systems support including participation on the Security Committee and preparation of meeting minutes.

Prepares reports, RFPs, formal proposals, and recommendations for renovations, maintenance, repairs, safety, and other occurrences for executive management and directors as appropriate.

Manages tenant and facility vendor contracts including completion of vendor management reporting as requested by the Security Officer.

Provides and manages the “Life of Building Plan” to anticipate future expenditures for equipment expiration, maintenance requirements, and replacement (i.e. HVAC, roof, elevator, windows, etc.).

Collaborates with senior management to prepare an annual budget with estimation of capital expenditures, maintenance, and renovation projects.

SECONDARY DUTIES

Completes assigned Compliance Training. Maintains compliance with Bank’s BSA/AML policies and procedures.

Operates Bank computer systems to effectively communicate with colleagues and vendors, complete applicable research, and compile various reports using database queries and other resources such as spreadsheets.

Organizes related electronic and paper file systems and documentation for complete and ready access.

Participates in various internal committees assigned by senior management.

GENERAL

Provides excellent customer service to internal and external clients.

Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.

Follows policies and procedures; completes administrative tasks correctly and on time; contributes to the overall profitability of the Bank through cost controls and expense monitoring.

Applies good judgment in decision making and sees beyond immediate assignments and acts on opportunities and problem areas.

Performs position safely, without endangering health or safety to themselves or others and reports potentially unsafe conditions.

Works according to established schedules, arriving on time and with a positive attitude.

Supports the Bank’s goals and values; benefits the Bank through outside activities.

Any other duties as defined by management.

MINIMUM REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner. Individual abilities may result in some deviation from these guidelines.

High School Diploma or equivalent and minimum of two (2) years administrative support and facility management in a professional work environment. Experience with banking, finance, or accounting preferred.

Exceptional verbal, written, and interpersonal communication skills to liaise with Bank executives, vendors, and regulatory auditors with the ability to use good judgement to carry out instructions; write reports, correspondence, and procedures; and speak clearly to clients, colleagues, directors, and shareholders.

Intermediate computer operation and keyboarding skills for scheduling, word processing, spreadsheet preparation, presentation and specialty software programs to meet production needs of the position.

Excellent organizational and time management skills with proven ability to switch between and prioritize tasks with minimal supervision while performing assigned duties.

Ability to read, analyze, and interpret business periodicals, professional journals, and technical procedures.

Ability to deal with semi-complex problems involving multiple facets and variables in non- standardized situations while managing unexpected maintenance crises calmly.

Handle confidential information with discretion.