SUMMARY

The Administrative & Facilities Coordinator reports to the Corporate Secretary and provides administrative and event support to the Bank and coordinates maintenance of the corporate headquarter grounds and security systems.  Their role assumes responsibility and accountability for adherence to Bank policies and procedures, as well as all applicable state and federal laws and regulations pertaining to banking.

ESSENTIAL DUTIES

Administrative Support 

1. Monitors, orders, and maintains Bank office supply inventories in a cost effective manner with approved vendors and within authority limits.
2. Coordinates orders of Bank logo items and serves as the liaison with vendor(s).
3. Assists with maintenance of corporate calendars, meeting invitations, and making of travel arrangements. 
4. Schedules and communicates weekly “all team” and “corporate market” Zoom and in-person meetings.
5. Processes the Bank daily incoming mail including opening, sorting, and delivering to each department.
6. Manages Bank’s Board and conference rooms ensuring rooms are clean and ready for meetings including ordering refreshments and meals as requested, stocking refrigerator, and maintaining supplies.  
7. Compiles expense reports for executives upon request.
8. Supports Basecamp use and preparation for events to ensure beverage refrigerator, snacks, paper products, and supplies are ordered and stocked.  

1. Coordinates the Bank holiday party and supports planning and preparations for various Bank social and training events.

2. Creates and posts holiday closure signage in compliance with regulatory guidelines.

3. Maintains electronic signage with current and relevant content.

1. Assumes responsibility for special projects;   gathers data and prepares reports for management, audits, and other personnel.

Facilities Support

1. Monitors the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots, and outdoor spaces.
2. Supports facility maintenance requests, routine inspections, and emergency repairs using available resources such as contacting the property manager or vendors as needed and seeking approval of management when warranted.
3. Maintains a positive and collaborative relationship with facility and Bank vendors while supporting cost management and Bank financial objectives.
4. Adapts work hours to coordinate vendor building access for maintenance and repairs.
5. Serves as corporate ambassador for sustainability by promoting sustainability practices including, but limited to, creation and distribution of sustainability flyers.
6. Oversees key controls and serves as a backup for security systems support including participation on the Security Committee and preparation of meeting minutes.
7. Prepares reports on maintenance, repairs, safety, and other occurrences for supervisor and other relevant staff.
8. Inspects and tests AED machines monthly.
9. Assists with monitoring of the parking lot to address unauthorized uses of the lot.
10. Prepares facilities for changing weather conditions.
11. Collaborates with senior management when budgeting and proposing facility maintenance and renovation projects.

SECONDARY DUTIES

1. Completes assigned Compliance Training. Maintains compliance with Bank’s BSA/AML policies and procedures.

1. Operates Bank computer systems to effectively communicate with colleagues and vendors, complete applicable research, and compile various reports using data base queries and other resources such as spreadsheets.
2. Organizes related electronic and paper file systems and documentation for complete and ready access.

1. Participates in various internal committees assigned by senior management. 

GENERAL

1. Provides excellent customer service to internal and external clients.
2. Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.
3. Follows policies and procedures; completes administrative tasks correctly and on time; contributes to the overall profitability of the Bank through cost controls and expense monitoring.
4. Applies good judgment in decision making and sees beyond immediate assignments and acts on opportunities and problem areas.
5. Performs position safely, without endangering the health or safety to themselves or others and reports potentially unsafe conditions.
6. Works according to established schedules, arriving on time and with a positive attitude.
7. Supports the Bank’s goals and values; benefits the Bank through outside activities.
8. Any other duties as defined by management.

MINIMUM REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner. Individual abilities may result in some deviation from these guidelines.

1. High School Diploma or equivalent and minimum of two (2) years administrative support in a professional work environment.   Experience with banking, finance, facilities, or accounting preferred.
2. Exceptional verbal, written, and interpersonal communication skills with the ability: to apply common sense to carry out instructions; write reports, correspondence, and procedures; and speak clearly to clients, colleagues, directors, and shareholders.
3. Intermediate computer operation skills; scheduling, word processing, spreadsheet, presentation and specialty software programs.
4. Intermediate keyboarding skills to meet production needs of the position.
5. Excellent organizational and time management skills.
6. Ability to read, analyze, and interpret business periodicals, professional journals, and technical procedures.
7. Ability to deal with semi-complex problems involving multiple facets and variables in non- standardized situations.
8. Ability to work with minimal supervision while performing assigned duties and to handle confidential information with discretion.