Facilities and Security - Administrative Assistant​/Purchasing Coordinator

Overview

Administrative Assistant/Purchasing Coordinator (Facilities & Security). This position reports to the Administrative Services Manager and provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and assisting with the coordination of maintenance, security and preventative work on existing properties. This role coordinates mail distribution, purchasing of materials, products and services bank-wide. Duties may be varied and not easily classified into a single clerical occupation.

Clerical duties may include preparing correspondence, receiving visitors, arranging conference calls, booking and scheduling meetings, answering telephones, bookkeeping, typing or word processing, operating office machines, and filing.

• Recommend changes that could improve servicing and increase operational efficiency regarding property maintenance.
• Prepare invoices, reports, memos, letters, financial statements and other documents using word processing, spreadsheet, database, or presentation software.
• Perform general office duties such as ordering supplies, maintaining records management systems and performing basic bookkeeping work.
• Coordinate the maintenance and preventive work needed on properties.
• Locate vendors of materials, equipment or supplies, and interview them to determine product availability and terms of sales.
• Negotiate pricing and discounted rates with vendors when purchasing in large quantities for the bank.
• Maintain records of goods ordered and received.
• Prepare and process requisitions and purchase orders for supplies and equipment.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Open, sort and distribute incoming correspondence, including faxes and email; and make copies of correspondence and other printed material.
• File and retrieve facility and security documents, records and reports.
• Prepare responses to correspondence containing routine inquiries.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Learn to operate new office technologies as they are developed and implemented.
• Set up and maintain paper and electronic filing systems for maintenance work performed on properties, records, correspondence, and other material.
• Prepare agendas and make arrangements for meetings.
• Support and help coordinate facilities activities including vendor analysis and selection and historical maintenance.
• Maintenance of master lease files and insurance on facilities.
• Manage Fob system and inventory of fobs.
• Assist Security Officer with all camera programs and maintain records of functionality.
• Manage Trane HVAC system at Operations Center via remote access.
• Manage the storage of all floor plans and maintenance manuals for RB locations.
• Provide construction management support, as needed, to the Chief Administrative Officer.
• All other duties as assigned.

• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Speaking - Talking to others to convey information effectively.
• Writing - Communicating effectively in writing as appropriate for the needs of the audience.
• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
• Monitoring - Monitoring/Assessing performance of other individuals, or organizations to make improvements or take corrective action.
• Mathematics - Using mathematics to solve problems.

• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
• Speech Recognition - The ability to identify and understand the speech of another person.
• Speech Clarity - The ability to speak…