Facilities Coordinator

SUMMARY

Assists with all Corporate Real Estate functions relating to lease administration, facilities maintenance, invoice and purchase order processing, record-keeping, special projects, and vendor relations. Position will support California and Midwest regions. This person will also act as the corporate headquarters receptionist. The receptionist duties are approximately 10-15% of the role.

Essential Duties & Responsibilities

• Responsible for recordkeeping for every building, including updating property information such as rent rolls, architectural plans, inspection and maintenance reports, service contracts, internal and external correspondence, governmental licenses, photographs, SharePoint data, etc.
• Assist CRE Managers in administering leases as well as establishing and maintaining excellent tenant / landlord relations and communication. This includes collection of rent and COI's, CAM Rec preparation and tenant correspondence.
• Interacts with bank Lessors to ensure that appropriate service levels are delivered to bank space and that lease obligations are met. This includes the review of CAM charges, OPEX pass-thru amounts, utility reimbursements, and other financial related lease items.
• Interacts with bank Lessee's to collect payments, provide CAM billings, address, needed repairs, and other needs.
• Responsible for requesting / approving all repair and routine maintenance, including deciding if an item should be replaced versus repaired.
• Owns the establishment and oversight of preventative maintenance programs / contracts and management of vendor performance
• Identifies and qualifies potential vendors for facilities-related tasks. Assists in the negotiation of service contracts, secures and reviews Certificates of Insurance, creates appropriate work specifications and scopes of work, orders work on behalf of the bank, inspects work that has been performed, reviews and approves invoices according to bank policies and procedures.
• Tracks and collects Certificates of Insurance (COI) from all vendors / suppliers and furnish COI's to Lessors for leased spaces.
• Partners with the Risk Manager to ensure incidents are reported properly, remediated in a timely manner to minimize bank liability, and pursued when a reimbursement for any bank expenditures can be secured.
• Collaborates with the Corporate Security Officer to ensure physical security on bank property is maximized. Helps facilitate physical alterations to facilities to provide secure space for bank customers and employees.
• Provides emergency response to bank property to immediately safeguard human life, protect bank property, provide for continuous operation of bank services, and protect the bank's image. Participates on appropriate emergency response, disaster preparedness, and business continuity teams.
• Receptionist for corporate headquarters building; assisting visitors, granting building access.
• Other duties as assigned

Associate degree in business, property management or an equivalent field, preferred

Five years of property management experience and / or training, required

Positive and personable attitude as you will be the face of First Bank to all visitors

Strong organizational skills and meticulous attention to detail

Demonstrated ability to prioritize and handle numerous competing demands

Proficient in Microsoft Office 365 Suite

Effectively communicate with individuals at all levels (clients, brokers, executives, owner's)