Facilities & Security Associate

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5 days ago Requisition

Position Summary: The Facilities and Security Associate supports the daily operations, safety, and security of Dime Bank facilities by coordinating maintenance activities, managing access control systems, and maintaining effective vendor relationships. Manage the efficient handling of help desk requests, mailroom operations, and facility inspections while maintaining compliance with internal policies and regulatory requirements. Assists with data analysis, reporting, and special projects, contributing to a secure, well‑maintained, and operationally effective workplace while ensuring compliance with Bank policies and procedures.

Functions:

• Manage and process help desk requests including security access changes, keys, badges, codes, combinations, and facility or supply-related needs in a timely manner.
• Coordinate and meet with facility and security vendors for scheduled inspections (fire/sprinkler, elevator, security systems), service appointments and building maintenance requests. Maintain required vendor due‑diligence documentation and service records.
• Review, validate, and process vendor invoices for facility services, postage, supplies, and coin machine operations.
• Oversee mailroom operations including sorting, delivery, postage machine management, outgoing mail processes, and courier vendor oversight.
• Monitor, maintain, and order office supplies, forms, and general facility resources.
• Review daily security reports, monitor access control, video systems and alarm systems, research footage, support incident response as needed, and escalate concerns as appropriate.
• Conduct data analysis for facility and security functions and prepare monthly operational reports.
• Assist with compliance efforts, updates to security policies and procedures, and staff education on security systems and incident protocols. preventative measures and reporting protocols
• Organize, maintain, and issue building keys/access badges; monitor access control, alarm systems, and surveillance platforms.
• Support recycling, shredding, and workplace organization initiatives.
• Assist the Facilities & Security Manager with employee relocations, investigations, and special projects; collaborate with law enforcement, and internal departments.
• On occasion, handle light maintenance tasks such as shoveling, sanding, changing light bulbs, hanging artwork, programming HVAC units, and addressing minor plumbing or electrical issues.
• Conduct regular branch, office and property evaluations onsite to identify and address any safety concerns or other issues in a timely manner.
• Prepare and maintain records and reports related to building safety, equipment condition, and facility systems.
• Participate in developing policies and procedures related to facility use, supplies, and security; support the creation and upkeep of cleaning, repair, and maintenance schedules.
• Support fixed asset and tax‑related facility functions as assigned.

Knowledge, Skills, Requirements:

• Strong attention to detail, confidentiality, and the ability to respond to urgent situations are essential.
• Associates degree preferred or equivalent combination of education and experience
• 2+ years of facilities, operations administrative or security support experience preferred
• Strong organizational, problem-solving, communication, and multitasking skills
• Ability to organize, prioritize tasks and manage competing deadlines
• Excellent interpersonal, verbal and written communication skills.
• Capable of working independently, managing priorities and making decisions.
• Proficiency in Microsoft Office Suite and demonstrated ability to utilize technology to find, evaluate and gather data.
• Ability to handle confidential information with professionalism and discretion

Physical Demands and Condition Requirements:

• Ability to lift and transport packages or office materials as needed.
• General office environment.
• Available during evenings, weekends, and holidays for emergencies; occasional travel (