Assistant Facilities Coordinator

This Assistant Facilities Coordinator supports the Oklahoma and Texas Real Estate Development and Facilities Management teams, which are involved in the day-to-day management of existing facilities as well as the implementation of new construction and related remodel projects for the various properties in which the bank has interest. These assets include, but are not limited to, banking centers, corporate offices, vacant land, and/or residential property.

This position will work with other groups within the organization, as well as external vendors regularly. Qualified candidates will provide operational, administrative, accounting and vendor coordination while balancing multiple priorities, time sensitive requests, and on-going tasks. Candidate must display and possess strong interpersonal skills and be able to interact with staff, leadership, and vendors in a prompt and professional manner in support of the department's wide variety of operational, strategic, and planning-related issues. This supporting role is critical to our team's success in ensuring the timely and high quality results in completing various tasks.

The successful candidate will have the ability to operate at a high level, promoting and maintaining the highest standards to protect the value of the bank's assets and reputation. This candidate will have a proactive "go-getter" attitude with a strong desire and ability to execute like an owner, have strong intellectual curiosity and possess superior problem-solving skills.

ESSENTIAL DUTES AND RESPONSIBILITIES

Office Coordination:

• Front office desk management (answering the Facilities Help Line, electronic and paper filing, small office reception)
• Payment request processing
• Vendor account management
• Record administration and preparation of reports
• Coordinating/supervision of certain vendor relationships
• Correspondence administration
• Meeting materials preparation

Vendor Coordination:

• Coordination and scheduling of routine maintenance activities, project work, and special events
• Assist in the scheduling and documentation of maintenance inspections and repairs as requested
• Vendor monitoring and assessment of key performance indicators against service agreements
• Liaison with potential vendors through the on-boarding process, maintaining accurate and current documentation of certificates of insurance, contracts, amendments, financial documents

Payment Processing Coordination:

• Assist with invoice review, coding and processing payments in a timely manner
• Reconcile charges against approved contracts, annual budget and/or construction projects
• Record administration and preparation of payment approvals and reports

The ideal candidate will be experienced in handling a wide range of high-level projects and tasks. This person must be able to take ownership and work independently, be exceedingly well organized, detail-oriented and accurate, have the ability to multi-task and work after hours occasionally. Crucial to this role is the ability to interact with staff (at all levels) in a fast-paced environment, often under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism, confidentiality and sense of urgency. Strong written and verbal communication skills, attention to detail and computer skills are equally important. Must have the ability to become proficient with bank-specific programs and software.

Candidate must have a minimum of three years' applicable administrative support and accounting experience in a highly professional working environment. High School diploma or GED required.

ADDITIONAL REQUIRMENTS

• Physically capable of operating vehicles safely, possess a valid driver's license, and have an acceptable driving record
• Capable of lifting or moving up to 25 pounds of materials and equipment for distribution to properties
• Must be available to coordinate and monitor scheduled tasks outside of normal business hours
• Ability to work a flexible schedule as needed, including, but not limited to nights or weekends
• Proficient in MS Office Suite and Adobe Acrobat
• Additional experience with Photoshop, AutoCAD and/or Sketch Up preferred
• Notary Public preferred