Facilities Specialist

Position overview

It is the goal of our Facilities Specialist to provide quality exceptional service to our internal and external partners while assisting the Facilities Manager, Facilities Coordinator and the Facilities Department, in the day-to-day tasks associated with operating a Facilities Department. In addition, this position will serve as the first point of contact for visitors and vendors at the Blanchard Banking Center. The Facilities Specialist will answer incoming calls to the Facilities Department and/or Facilities Team Members and is the initial/main assigner of tasks via the Facilities’ Ticket Tracking System. This position is critical to the success of our organization as it directly impacts every person in our company and is responsible for ensuring everything associated with our facilities runs smoothly so the Bank operates safely and efficiently.

Primary Duties and Responsibilities

• Acts as a cultural ambassador to Blanchard Banking Center Guests and internal/external clients in a professional, exceptional manner while providing a supportive experience during each interaction.
• Utilizes software program(s) to check in/check out guests, vendors, clients, etc., and notifies team members accordingly.
• Escorts and accompanies guests, Blanchard Banking Center Service Providers and Facilities’ Vendors, if/as needed.
• Accepts deliveries, including but not limited to: FedEx, UPS, USPS, Amazon and utilizes an internal software program to notify Departments and/or Team Members of deliveries.
• Provides support by ordering and/or purchasing food/beverages for the Facilities Department and Disaster Recovery food/water, as needed. May order meals and/or beverages for other Departments if/as requested by Facilities Manager.

• Facilities ticket tracking software – Main assigner of all tickets/requests including the accurate and timely updating/closing of tickets assigned to self and (if requested) other Team Members. Must successfully complete tasks assigned to/by self in a timely, efficient manner.
• Facilities Vehicles - Coordinates repairs, registrations (annual renewals), proof of insurance.
• Shredding System- Monthly invoice reconciliation, e-filing of invoices/Certificates of Destruction.
• Invoices – Back-up to Facilities Coordinator for submissions, tracking, e-filing, reconciliation and problem solving.
• Elevators - Ensures annual licenses are current and posted in cabs, contacts vendor for service & coordinates with branch staff, performs invoice reconciliation for services provided & payment processing.
• First Aid Boxes (bank-wide) – Monitors fees, invoice reconciliation and product usage.
• Assists/answers questions by Banking Teams and contacts Vendor as needed.
• Facilities’ Vendors – Schedules services, notifies all staff regarding services scheduled, assists staff when issues are experienced and/or if they have special requests, and provides updates to Facilities Team throughout the process.
• Assists if/as needed with Special or Shareholder Mailings, including but not limited to ensuring/procuring adequate supplies of letterhead/envelopes and/or coordination of supplies delivery to Mailing Vendor.
• US Flag Etiquette – Receives notifications from Vendor and apprises Banking Offices of half-staff proclamations.
• Monthly billing reconciliation and requests invoices as needed/requested by Facilities Manager and/or Facilities Coordinator.
• Contacts Landlords, Vendors, Municipalities, etc. to request service and/or report issues.
• Provides Requesters with updates/resolution in a timely, efficient and confidential manner (if warranted).
• Mail (Interoffice & Outgoing) - Processes contents of incoming-outgoing items in Facilities' IOM bag and provides supplies to Banking Offices, various departments, and requesters as needed.
• Quench machines, coffee brewers, other equipment - Requests repairs, maintenance, machine replacements, if/as needed. Acts as Point of Contact for resolving issues, coordinates above with all locations, and notifies/updates Requester(s) accordingly.
• Provides back up for Facilities Coordinator in the ordering and purchasing of items/products needed by Facilities, other Departments, Banking Offices and/or individual Requester(s).
• Orders and stocks office supplies and kitchen/lounge supplies for the Blanchard Banking Center, including monitoring inventory and appropriately replenishing as needed/requested.
• Assists Facilities Manager and Facilities Coordinator with gathering required documents from Vendors and e-filing documents, updating BCDR contact list, coordinating services and deliveries with Vendors.
• Requests, receives and tracks Certificates of Insurance from Vendors and Service Providers as needed.
• Works with Facilities Coordinator on other facilities’ related duties as assigned.
• Serves as a back-up for Facilities Manager with accessing/working on following systems: The Receptionist Software, DMP access control, Command Client, MPower Monitoring, and Virtual Keypad Platform.
• Assists/serves as a back-up for Facilities Coordinator by reviewing, reconciling and e-filing invoices. May include access to Prologue software and approving invoices.
• Other tasks assigned or requested by Facilities Manager and/or Facilities Coordinator (example: changing Facilities’ Department voicemail greeting as needed).

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Minimum Qualifications

• 2 years of experience in a similar role
• High school diploma/GED
• Proficient in Microsoft Office/365 suite
• Ability to lift and carry objects weighing 25 pounds.

Preferred Qualifications

Attributes for Success

• Team Player with great attitude.
• Must be able to multitask.
• Excellent written and verbal communication skills.
• Confidentiality is mandatory due to the proprietary nature of Facilities projects: Personnel moves due to promotions or demotions, building/lease changes affecting company properties and staff.
• Must consistently provide excellent service and represent the company and the Facilities Department well, via phone, in person, email, and other software programs.
• Strong attention to detail and excellent time management skills.

Our Way

Preserve and enhance our culture in which the values of honesty, integrity, confidentiality, trust and respect are the underlying principles by which we work

Make a meaningful difference in our community through our service and financial support

Maintain a safe and sound institution that operates in conformity with the spirit as well as the letter of all applicable laws, rules and regulations, and to maintain open and forthright communication with our regulators

Benefits

You will have the opportunity to participate, subject to the terms and conditions of the respective plans, in a comprehensive package of benefits. As a highlight:

• Eligibility for health, dental, vision, life and disability insurance coverages
• Retirement Plan - 401k with matching
• ESOP- Employee Stock Ownership Plan
• Time away from work – vacation time, sick time and holidays
• Paid parental leave
• Tuition Assistance
• Professional development opportunities

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