Facilities Administrative Assistant

GENERAL SUMMARY The Facilities Administrative Assistant position is responsible for performing a variety of facilities functions including coordinating routine maintenance and service with contractors and vendors, review facility related invoices, maintain documents, contact lists and blueprints for UBSH owned and leased facilities and monitor basic condition of the Operations Center. Incumbent applies working knowledge of facilities, contract monitoring and administrative support. Works under limited supervision and in compliance with established policies, procedures and regulations. ESSENTIAL FUNCTIONS (Majority of duties, but not meant to be all inclusive nor prevent other duties from being assigned as necessary)Functional: • Answers routine inquiries from inside and outside the company on basic facility needs; fielding phone calls/emails for maintenance requests and prioritizing requests with manager’s assistance. • Maintains documents, contracts, vendor lists and blueprints for UBSH owned and leased facilities and manage requests for information on them and distribution of vendor list to appropriate locations. Maintains a filing system for facilities related documents for each bank and branch. • Review facility related invoices and facilitate the approval process up to payment within specified deadlines. • Assist with procurement of equipment and materials related to facilities and order miscellaneous maintenance related materials for inventory. • Initiate normal maintenance or service requests to appropriate vendors or UBSH facilities’ employees after determining urgency of need dependant upon availability of necessary resources. • Monitors basic health of the UBSH Operations Center with at least an early morning and late afternoon daily walk thru of the facility. The grounds would require the same twice a week. Any technical issues would be brought to the Facilities Manager’s attention as the need warrants. • Interacts with the department managers on special events or needs from the Facilities department. This position would either respond to needs if within capabilities or defer to Facilities Manager or appropriate vendor. • Works closely with the Security and Compliance Department on any immediate security concerns and escalate to the Facilities Manager as necessary. • Performs other related duties as required and assigned.KNOWLEDGE, SKILLS & ABILITIES (Minimum education, experience, technical and communication skill levels and licenses/certificates normally required to perform the duties of this position.) --- General knowledge of administrative support functions and facilities or contact management. --- Demonstrated ability to apply proper grammar, spelling, punctuation and format to typed material. --- Accurate keyboard skills at 55-65 wpm and 10-key by touch. --- Advanced PC skills including word processing, spreadsheet, and database. --- Working knowledge of standard office equipment (copier, fax, etc.) and general office procedures. --- Advanced written, oral, and interpersonal skills with ability to exchange detailed information and courteous responses to internal and external personnel.This level of knowledge is normally acquired through completion of a high school diploma, or equivalent, and 3 years increasing levels of clerical/secretarial experience including 1 year in functional or related area. Graduation from an approved business school with proficiency in 2 standard PC software applications may offset some experience requirements.We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.Position open internally through 1/31/08.Background ~ Administrative,Edu - High School Diploma or Equivalent,Skill - Administrative,Skill - Computer Exp.,Skill - Vendor Mgmt,Skill ~ Microsoft Office Suite