Administrative & Facilities Coordinator

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)

Meals/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.

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…