Facilities Support Coordinator (On-Site Downtown LA)

JOB SUMMARY:

Under general direction from the Purchasing/Facilities Manager solicits bids and assists in negotiations for the equipment, maintenance contracts and other administrative and facilities services. The work involves processing of purchase orders, bid specifications, invitations to bid, bid responses and vendor contracts. The employee works with Accounts Payable, Bank departments and vendors regarding ordering, deliveries and payments. Employee is also responsible for coordination of courier services for internal Bank needs and for customers of the Bank. Employee provides project support for any facilities related projects, The employee is expected to exercise independent judgment in determining priorities, methods and procedures.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Assists the Purchasing/Facilities Manager in overall vendor management for all supply and facility related vendors including competitive bidding, reviewing orders for compliance to policy, management reporting and conforming to established budgets.
• Provides project support for all facility related projects.
• Responsible for the management of non computer related equipment maintenance vendors.
• Assists Purchasing/Facilities Manager in vendor management and is responsible for processing of off site record storage.
• Responsible for the processing of invoices for purchasing, facilities, equipment and repairs. Work closely with our Procurement Team for agreement approval, purchase requisitions and purchase order requests.
• Responsible for courier coordination including vendor management, quotes and issue resolution. This included providing management information and coordination with customer billing.
• Support bank security officers by programming access cards to users.
• Acts as a liaison for the Bank with Property Management.
• Miscellaneous administrative duties including but not limited to processing morning mail, sorting US Mail and Interoffice mail, receipt, recording and delivery of incoming Fed Ex and UPS (light box lifting and some minor handyman work)

POSITION SPECIFICATIONS:

• Education:    High School Education
• Experience:    2-3 years work experience in related field
• Skills/Qualifications:    
  •  Working knowledge of Microsoft Word and Excel
  • Strong written and verbal communication skills
  • Strong interpersonal skills 
  • Extensive experience in vendor management
  • Experience in purchasing/facility related budgets
• The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The above statements are not intended to be construed as an exhaustive list of all responsibilities, duties, and specifications required of incumbents so classified.