Office Coordinator

Position: Office Coordinator

Department: Operations  

Classification: Hourly

Job Grade:  Non-Officer

Creation Date: 01/09/2024

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Position Summary: 

The Office Coordinator will assist all customers by greeting them, both in-person and on the phone, and answering and directing inquiries. The position will provide general office support with a variety of clerical activities and related tasks. The Officer Coordinator will also be responsible for preparing and sending all appreciation cards and gift baskets to customers and stakeholders. Additionally, this position will plan and prepare meetings, conferences and events for the branch and its staff. The Office Coordinator will need to possess excellent communication and multitasking skills, a positive attitude, and a strong work ethic. This position will follow all Bank policies and procedures.

The level of this position is based on years of service, education and/or equivalent experience, knowledge level and skill set.

Essential Functions:

To perform this job successfully, an individual must be able to perform each Essential Function and Skill satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1.      Keep up to date on all products, services, and policies that are offered by Citizens Alliance Bank.

2.      Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related         information.

3.      Utilize calendar functions to schedule appointments, meetings, or conferences.

4.      Serve visitors by greeting, welcoming, directing and announcing them appropriately.

5.      Maintain security by following procedures and controlling access, such as monitor logs.

6.      Answer, screen and forward any incoming calls while providing basic information when needed.

7.      Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.

8.      Ensure knowledge of staff movements in and out of the organization.

9.      Receives, sorts and forward incoming and outgoing mail. Maintains and routes publications.

10.  Coordinate the pick-up and delivery of express mail services.

11.  Assist in the ordering, receiving, stocking and distribution of office supplies.

12.  Control inventory and maintain equipment and supplies relevant to the reception area.

13.  Maintain the general filing system and file all correspondence.

14.  Assist in the planning and preparation of meetings, conferences, and events.

15.  Assist with monitoring faxes and customer service e-mails.

16.  Assemble gift baskets for events and loan closings per request of Lenders.

17.  Prepare customer cards for occasions such as birthdays and bank anniversaries.

18.  Assemble Christmas baskets and prepare cards/flowers for larger customers at the request of Lenders or Bankers.

19.  Organize office parties, update office decorations, and collaborate with teammates for special occasions such as holidays.

20.  Maintain communications with Title Companies, Appraisers, etc. and prepare appreciation gifts for them.

21.  Run errands as needed for the Bank and staff.

22.  Assist co-workers as needed.

23.  Physical presence in the bank is required.

24.  All employees are expected to exemplify and follow our core values.

25.  Regular attendance and punctuality when reporting to work.

26.  Travel for trade and industry schools and seminars as needed.

27.  This position may require installation of a Multi-Factor Authentication (MFA) app on an employee’s personal mobile device. THE MFA apps are used to authenticate a user’s identity to the system for security purposes.

28.  Adhere to and comply with all applicable, federal, and state laws, regulations, and guidance, including those related to BSA/AML, as well as adhere to the Bank’s policies and procedures.

29.  Perform other duties as assigned and requested.

Core Values

Humility - We are “blue-collar bankers”. We are relatable, down-to-earth people who greet our smallest customer the same way we greet our largest.

Respectful, Genuine Care for Others - We care about each other, we care about our customers, and we care about our communities.

Finds A Way - This simply put, is nothing more than attitude. It’s a can-do spirit, a desire to help, to contribute, to go above and beyond, and to make a difference.

Effort - We expect a lot of ourselves and hold ourselves to a high standard. We are not entitled, and we need to earn it from our customers and each other every day.

Owning-It - Owning-It or Accountability is a big word that can encompass a great many things. For Citizens Alliance Bank, it’s about ownership. When an employee says they will do something, they follow through and get it done.

Education and Experience: 

Required – High School diploma or GED, Etc. 

Required – Continuing Education to maintain job knowledge.

Preferred – Three to five years of banking experience.

Preferred – Three to five years of customer service experience.

Preferred – Proficiency in Microsoft Suites.

The employer has the right to revise this position description at any time. The position description is not a contract for employment.