Facilities Coordinator

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Job description

Objective:
The Facilities Coordinator provides administrative support to Corporate Administration and Operations teams by coordinating all vendor activities associated with the ongoing maintenance and updating of Corporate and Operational headquarters as well as all branch locations. This position will serve as the first point of contact for internal customers and external relationships who seek support from the Facilities team. The role is responsible for expense management and record retention.

Firstrust Bank is an Affirmative Action Contractor and is an Equal Opportunity Employer.

Minority/Female/Disabled/Veteran

Responsibilities/Duties:
Provide general administrative support that includes, but is not limited to, mail distribution, invoice review, monitoring and payment, and budget review.

Maintain current service contracts and insurance information for both headquarters and all branches in the vendor risk management system. Prior to contract renewal, perform review of service provider by analyzing pricing for cost savings and/or efficiency opportunities and provide recommendations. Also, provide information for the Legal Department's annual contractual review.

Facilitate record retention program for all teams including annual review and destruction of appropriate boxes, request and delivery of team boxes, and necessary internal communication. Be a liaison with third-party provider for all activities including maintenance of current system. Perform administrative responsibilities including training and ensuring accurate destruction of boxes accompanied by destruction certificate.

Request proposals, schedule appointments and work with all vendor partners to support the Facilities team by ensuring jobs are completed on time, with a high level of satisfaction and accurate invoicing.

Be the first point of contact for all service inquiries and requests, ensuring that timely attention is provided to rectifying the situation.

Visit all branch locations at least once per quarter to ensure a safe and clean work environment. Report on branch appearance, take pictures and upload to share drive to review any related vendor activity to ensure proper completion and discuss concerns.

Create, monitor, and prepare a weekly report on all Facilitate service requests in FirstCLASS system. All service requests should be assigned to the Facilities team for timely completion and should be closed once done.

Review and update business continuity plan for Facilities team and work with team to ensure backups are properly maintained (i.e., generators).

Provide direction and coordinate annual practice drills for Operational headquarters in the event of an emergency evacuation.

Serve as a liaison for PECO and Management (headquarters and branch) to provide information on power outages and ongoing updates.

Write, update, and review all team and function procedures, as necessary but no less than annually.

Provide support to Operational teams and perform all other duties deemed necessary by Facilities team and Head of Operations.

Assists in the development of new business for Firstrust. Is alert to expressed customers/prospect needs to suggest appropriate services. Directs customers to appropriate person to establish business relationships.

Other Duties as assigned.

Essential Functions:
Prolonged periods sitting at a desk and working on a computer.

Subject to repetitive motion of the wrists, hands, and fingers.

Understand and effectively communicate instructions in writing and verbally.

Knowledge - Skills & Abilities:
High School diploma or equivalent

Previous work experience in administrative functions of facilities and property management is preferred

Possess strong work habits, attention to detail and ability to work on a team

Intermediate knowledge and efficiency of MS Office Suite

Strong organizational and inter-personal skills

Ability to multi-task with an excellent degree of versatility and flexibility

Build strong, collaborative internal and external relationships using effective verbal and written communication

Provide excellent customer service by demonstrating strong listening skills and approachability

WORK SCHEDULE:

Availability is required 24 hours a day/ 7-days a week in case of emergency.

Provide own transportation to travel to branch locations.

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