Job Description

Commercial Facilities Coordinator

Location: Houston, TX 77027 (Greenway Plaza area)

Pay: $60,000

SUMMARY

The Facilities Coordinator oversees repairs, maintenance, and issues for banking center and central office facilities including, but not limited to, a variety of facility, equipment, and grounds repairs. Submits service and maintenance requests to appropriate vendors, notifies banking center of scheduled date, and ensures vendor requests are performed timely and satisfactorily. Conducts procurement activities such as sourcing of equipment, products, goods, and services, as needed. The Facilities Coordinator also performs functions within scope of authority and expertise to provide the highest level of service and responsiveness to all bank associates. Additionally, assists the Senior Facilities Coordinator as needed and other duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ability to work with minimal supervision.
2. Schedule outside vendors as needed and monitor the completion of work performed.
3. Solicit repair quotes from vendors as needed for approval by management.
4. Assist with the bank’s major office supplies vendor, including management of branded and proprietary bank supplies and inventory levels, as needed.
5. Review and adhere to Facilities and Procurement departments’ policies and procedures.
6. Coordinate employees’ badges and access to the building, including parking garage access, with building management and security teams, as needed.
7. Support the Sr. Facilities Coordinator with planning and execution of special projects, including construction, space planning, employee moves, bank signage, and preparation of project assessments, as needed.
8. Coordination and scheduling with departments, vendors, staff, etc., on special projects as required.
9. Assists with the maintenance of Facilities and vendor documentation.
10. Complete and maintain required repair/maintenance documentation and records, including but not limited to resolution documentation and closing out of work order service requests.
11. Conduct sourcing, and procurement of equipment, goods, and services, as needed.
12. Review and release office supplies orders in outsourced solution and process purchase requests for others as directed by the Sr. Facilities Coordinator, as needed.
13. Review vendor invoices for accuracy including research errors, vendor documentation, unposted items, misdirected payments, etc.
14. Maintain information, such as vendor lists, office asset inventory, real estate portfolio etc., in applicable format.
15. Perform asset tracking/reconciling/disposal of fixed assets and non-fixed assets.
16. Provide guidance and directions to the Day Porter as needed.
17. Compliance with all BSA/AML/CFT and Sanctions requirements set forth by Bank Policy and Procedure, including but not limited to timely completion of assigned training.

SECONDARY DUTIES

The position performs duties specific to the position and other functions as assigned by management.

SUPERVISORY RESPONSIBILITY

None.

ENVIRONMENT AND PHYSICAL ACTIVITY

The incumbent is in a non-confined office setting in which they are free to move about at will. While performing the duties and responsibilities of this position spends time writing, speaking, listening, lifting (up to 25 pounds), sitting, typing on a computer keyboard, and standing, kneeling, reaching and traveling to/from banking center locations as needed.

The incumbent for this position may operate any or all the following: telephone, copy and fax machine, adding machine, computer, and related printers.

The physical demands 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.

The incumbent in this position must be able to read documents or instruments, detailed work, problem solving, vendor and contract worker contact, reasoning, math, verbal and written communication, analytical reasoning, multiple tasks with constant interruptions.

MINIMUM REQUIREMENTS

These specifications are guidelines based on the minimum experience required to perform the essential functions of the job. Individual abilities may result in some deviation from these guidelines:

• 2 years of related facilities management and procurement experience in a Bank setting; or the equivalent combination of education and experience. Educational experience, through formal school or financial industry related curriculum, is required to be applicable to the financial industry.
• Knowledge of facilities management and procurement processes, policies, and procedures.
• Initiative-taker. Ability to work independently and collaboratively with minimal supervision.
• Ability to oversee multiple tasks and assignments simultaneously to meet goals and deadlines.
• Strong time management and organizational skills.
• Strong analytical and critical thinking skills.
• Exceptional mindfulness with the ability to perform duties accurately with multiple interruptions throughout the day.
• Strong verbal and written communication skills.
• Ability to work and communicate effectively with customers and all levels of employees.
• Proficiency in MS Office Suite with an emphasis on Excel; use of purchasing/procurement software.
• Basic mathematical knowledge.
• Must be able to work 40 flexible hours Monday through Friday.
• Travel to banking centers and central offices as needed.

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