Administrative Services Coordinator Glendale or San Diego

Under close supervision, provides a high level of quality service to the Administrative Services Team, internal customers, and Vendors. Provides administrative support to the Administrative Services Team. Provides project assistance to the AVP, Administrative Services.

• Tags and tracks all fixed assets received.
• Provides quality assurance review of all barcode and fixed asset reporting prior to submission to Accounts Payable.
• Responsible for the following roles/vendors:
  • Custom Logos (Orders/Marketing Orders/Business Cards)
  • Office Solutions
  • Quench/Costco
  • Iron Mountain
  • Policies, Best Practices, Internal Audit, SLA’s, Intranet
• Purchasing Functions:
  • Performs a variety of purchasing activities for the procurement of goods and services for the credit union.
  • Maintains contract files and vendor relations.
  • Ensures related files are organized and maintained.
  • Reconciles all invoices against purchase orders for proper payment requests to Accounts Payable.
  • Ensures payments with vendors are received.
  • Is the primary contact for all purchasing requests, inquiries and orders.
• Security Functions:
  • Assists manager with the credit union’s physical security program, including the safety of employees, facilities and assets.
  • Complies with the credit union’s security policy and procedures by working with branches and information technology to ensure the credit union’s security plan is carried out appropriately.
  • Handles tasks relating to the credit union’s electronic security systems, including close-circuit television, access controls, burglar alarms, etc.
  • Responds to inquiries and requests relating to building access badges and similar access controls.
  • Assists manager and facilities with key control for headquarter and branch offices.

• Understands basic processes of the following functions:
  • Purchasing
  • Facilities
  • Physical Security
  • Mailroom
  • Shipping and Receiving
• Provide backup to AVP, Administrative Services.
• Complies with BSA requirements as commensurate with position.

Abilities: Excellent abilities in customer service, time-management, organization, communication, detail-orientation, initiative, adaptability, flexibility, and teamwork. Must be able to operate specialized equipment to include complex copiers, mail machines and related equipment. Must also be able to drive a motor vehicle.

Knowledge, Education, Certifications, Licenses: High school education or equivalent. Good working knowledge of the credit union/financial industry with emphasis in customer service. Basic computer knowledge to include Microsoft Office Suite and specialized equipment. Must possess a valid driver’s license and acceptable driving record in order to drive the company vehicle as needed.

Experience: One-year general office experience in an administrative service/distribution center environment or equivalent. Minimum three years of work experience in a purchasing and security position in a comparable environment, or equivalent.

Work is primarily performed in a general office environment. This position requires some physical effort as noted above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Refer to the Safety & Health Policy found in the California Credit Union employee handbook.