Department: Facilities Date: April, 2023

Reports To: Vice President, Facilities

OVERVIEW:

The facilities coordinator would be responsible for supporting the VP of Facilities and the team with all onsite activities, and coordination with external and internal stakeholders. The role will primarily support administrative responsibilities, onsite event/meeting coordination and supporting work order request management, create presentations, maintain team documentation, review and processing of invoices and coordination with Accounts Payable regarding payment of same.

The role will support vendor escorts, and other onsite assignments by team management.

PRIMARY ACCOUNT ABILITIES / RESPONSIBILITIES:

• Perform administrative duties, including managing the VP of Facilities’ calendar, onsite meeting coordination and support, document filing and maintenance of hard copies.
• Serving as a liaison between stakeholders and users.
• Prioritizing initiatives based on business needs and requirements. Managing competing resources and priorities.
• Gathering critical information from meetings with various stakeholders and producing useful reports. Perform requirements analysis, documents and communicates the results of efforts.
• Effectively communicating your insights and plans to cross-functional team members and management. Conducts meetings and presentations to various stakeholders to share ideas and findings.
• Managing projects, developing project plans, and monitoring performance. Ensuring solutions meet business needs and requirements. Monitoring deliverables and ensuring timely completion of projects.
• Updating, implementing and maintaining procedures.

OTHER ACCOUNT ABILITIES / RESPONSIBILITIES:

• High competency in maintaining, organizing, and reviewing confidential documentation
• Advance proficiency with MS Office products (Excel, Word, Outlook, PowerPoint)
• Excellent documentation preparation, attention to detail and writing skills
• Ability to be self-driven and adaptable to learning new programs and systems
• Thoroughly understand the role and the importance of customer service both internally and externally to deliver value to the business
• Strong analytical skills, with the ability to interpret and synthesize complex data sets
• Ability to research data, identify trends and recommend appropriate actions
• Ability to take initiative in finding solutions to difficult and/or sensitive problems
• Fundamental analytical and conceptual thinking skills.
• Ability to handle multiple priorities/projects
• Ability to effectively navigate ambiguous situations with limited direction
• Performs related and unrelated duties as may be required.

POSITION REQUIREMENTS:

Candidate should possess the ability to take initiative in finding solutions to difficult and/or sensitive problems along with strong analytical skills, with the ability to interpret and synthesize complex data sets. Lead ongoing reviews of business processes and developing optimization strategies. They will work closely with VP of Facilities to ensure internal and external clients’ needs are met, and to ensure that services are delivered and expectations are met. Able to use various office equipment.

PHYSICAL QUALIFICATIONS:

Candidate must have the physical ability to sit, stand, walk, talk and hear. Must be able to lift up to 10 pounds. Must have the ability to adjust focus.

SUPERVISORY SCOPE:

None

INDEPENDENT ACTION:

Performs work within established guidelines and according to specific procedures. May resolve some problems rather than referring them to other personnel.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Any physical demands or work conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

• Professional business environment
• Monday – Friday – 8 hours/day in-person
• Opportunity to work on an ad-hoc basis with other departments (i.e., Retail and Operations as schedule allows
• Exposure to the bank environment and its internal operations