Facilities and Parking Administrator

Overview

Summary of the Job:
The Facilities and Parking Administrator serves as the primary point of contact and operational backbone for the Senior Vice President and the FNBO Buildings Division. This role requires a highly organized, proactive professional who thrives in a dynamic environment and takes ownership of complex, multi-faceted responsibilities, including enterprise-wide parking operations and support for high-visibility division projects.

• Divisional Administrative Support

  Serve as the administrative cornerstone of the FNBO Buildings Division, delivering high-quality support that enables leadership and staff to operate at peak effectiveness.

  • Produce polished, professional reports, presentations, Visio diagrams, calendars, and other division products using the full MS Office Suite; adapt deliverables to meet evolving business needs.
  • Develop, maintain, and update written procedures and process documentation, ensuring accuracy and version control at all times.
  • Plan and coordinate divisional meetings and events, including remote access and connectivity via Microsoft Teams and related platforms.
  • Manage executive and staff calendars, coordinate travel arrangements, lunch orders, mail distribution, and provide responsive phone support for the division.
  • Own the new hire onboarding process for the Buildings Division, including contact list updates, org chart maintenance, email group management, business card orders, and nameplate inserts.
  • Proactively manage and maintain supply inventory to ensure uninterrupted division operations.
• Enterprise Parking Administration

  Lead the administration of FNBO's parking program, overseeing 2,500+ parking assignments, access cards, and stalls across multiple locations. Serve as the central point of coordination between internal teams and external partners.

  • Execute daily, weekly, and monthly parking processes including waitlist management, issue resolution, data exports, and broad employee communications.
  • Partner with HR to support weekly New Hire Orientation, serving as the first point of contact for new employees regarding Buildings and Parking.
  • Administer the parking validation process for department visitors, manage access to the online validation system, and ensure procedural compliance.
  • Act as the primary liaison between FNBO, Omaha Metro, and other vendors and parking landlords, communicating customer needs, maintenance requirements, and route updates.
  • Serve as a key administrator of the Archibus Web Central Parking Module, supporting system changes, updates, and ongoing maintenance.
  • Lead administrative support for the FNBOGO Parking Transportation Program, including drafting and editing communications, coordinating with internal and external partners on building changes, badge requirements, and system access, and maintaining parking communications through multiple channels (Buildings SharePoint page, HR Solution Center, and direct email).
• Major Project Support

  Function as a key contributor on high-impact division projects, providing organized, detail-oriented administrative support from initiation through completion.

  • Coordinate complex scheduling for senior internal stakeholders and external vendors and contractors.
  • Manage project logistics including food coordination, meeting setup, and technology operations.
  • Build and maintain Microsoft Teams channels and digital project organization structures to ensure efficient collaboration and information access.
  • Create and refine project deliverables including spreadsheets, graphs, schedules, floor plans, and presentations.
  • Capture and maintain comprehensive project documentation including meeting minutes, detailed notes, photos, videos, and stakeholder interviews.
• Facilities Service Desk Backup

  Provide reliable backup support for the Facilities Service Desk, ensuring continuity of operations during absences or peak demand periods.

  • Process facility work requests accurately and efficiently, managing scheduling, distribution, and completion tracking to ensure seamless service delivery.
• Utility Account Optimization

  Provide backup support with third-party vendors to manage utility account setups for new locations and closures.

  • Ensure timely processing of all utility invoices and prevent service interruptions.
  • Analyze utility data to identify cost-saving opportunities and efficiency improvements.
  • Monitor and minimize late fees and service penalties.

• Education & Experience

  Four-year degree in Business Administration or a related field, and/or a minimum of 5 years of progressive administrative experience in a professional environment.

• Technical Skills

  Advanced proficiency in the Microsoft Office Suite, with particular strength in:

  • Excel - data management, reporting, and analysis (including complex formulas, pivot tables, and data analysis)
  • PowerPoint - executive-level presentations
  • SharePoint - content management and team collaboration
  • Word, Outlook, Visio, and Teams
• Proficiency in Adobe Acrobat and related Adobe tools for document…