Facilities Assistant

Job Description

Hilltop Holdings is looking to hire a Facilities Assistant. The Facilities Assistant is responsible for providing support of the Facilities department by coordinating with management to maintain assigned locations, coordinate work orders, dispatch vendors and technicians, and communicating with internal partners and vendors. Responsible for processing invoices related to Facilities work performed. The Facilities Assistant also assists with greeting and escorting guests and vendors on site and ensuring their assigned location maintains a neat and orderly appearance.

Responsibilities

• Performs a variety of general administrative tasks, such as answering phones, directing visitors, completing forms, maintaining files.
• Maintains the appearance of immediate work area as well as the overall appearance of work location, e.g. ensures conference rooms are neat and orderly, break rooms are maintained, stains/spills are addressed promptly, etc.
• Manages all work orders for their work location as well as other assigned locations in respective region through ServiceNow. Contacts and dispatches vendors and in-house Facilities Technician as needed. Reviews lease agreements to ensure responsible party of work needed and coordinates repairs through the building management office if applicable.
• Coordinates and communicates repairs with assigned locations/branches in respective region, ensuring that vendors and location contacts have all necessary information.
• Escorts guests and vendors while on site.
• Maintains employee seating assignments in tracking tool (Office Space) for assigned locations.
• Maintains Invoices Tracking Spreadsheets to ensure that all invoices are correct amounts, submitted, and paid.
• Once reviewed for accuracy, processes invoices through invoice payment system (Concur).
• Assists with coordinating employee moves at assigned location(s).
• Coordinate pickup, delivery and distribution of incoming and outgoing mail and deliveries (i.e.: FedEx, UPS, couriers, etc.) and arrange for courier service as needed.
• May open Facilities department mail and distribute accordingly within the team.
• Maintains shipping supplies as well as supplies for the postage machine.
• If applicable for assigned locations, assists with management of employee parking assignments and/or mass transit registration.
• Performs other duties as assigned.
  
  
  

Qualifications

• High School diploma, general education degree (GED), or equivalent required.
• Six months of previous customer service, administrative or clerical experience required.
• Excellent PC skills, including word processing and spreadsheets via Microsoft Office products as well as custom applications and systems.
• High level of accountability and attention to detail.
• Excellent verbal, written and interpersonal communication skills with demonstrated ability to partner and communicate with all levels of employees across the enterprise as well as external partners and vendors.
• Excellent time management, organizational and problem-solving skills with the ability to multi-task and work in a deadline-driven environment.
  
  
  

About Us

Founded in 1998 and headquartered in Dallas, Texas, Hilltop Holdings offers a diverse range of financial services through its three primary subsidiaries, PlainsCapital Bank, PrimeLending, and HilltopSecurities. PlainsCapital Bank is a leading commercial bank with locations throughout Texas. PrimeLending is a national mortgage provider focused on purchase mortgage originations. HilltopSecurities provides financial advisory, clearing, retail brokerage, and other investment banking services. Hilltop Holdings seeks to build the premier Texas-based diversified financial services holding company through acquisitions and organic growth. To learn more, please visit www.hilltop-holdings.com .

About The Team

The Facilities department at Hilltop Holdings creates and maintains a safe, functional, and comfortable environment for our employees and visitors. Our department oversees a wide range of critical services, including facility maintenance, space planning, security systems, vendor management, and environmental sustainability initiatives. We strive to optimize the utilization of our physical assets while ensuring compliance with regulations and industry standards. From managing office spaces and equipment to coordinating building repairs and renovations, our dedicated professionals work diligently to provide a seamless experience for all. We prioritize the well-being and productivity of our employees by implementing efficient processes, fostering a clean and organized workplace, and promptly addressing any facility-related issues. The Facilities department at Hilltop plays a vital role in creating a conducive work environment that supports the company's overall mission and enables our employees to thrive.