Facilities Administrative Assistant

Job Description

The Facilities Administrative Assistant is responsible to perform various administrative and clerical duties such as typing and / or distributing correspondence, memos and documentation, compiling data and information, producing and keeping meeting minutes, answering the telephone, taking messages and directing calls appropriately, dealing with visitors, collaborating with outside vendors, arranging meetings and keeping schedules, faxing and filing, and coordinating departmental records and files.

 
Essential Functions
•    Ensure compliance with third party vendors/service providers
•    Protect confidentiality and sensitivity of information
•    Support management team
•    Partner / cultivate relationships with other departments, and with outside agencies and coordinate activities
•    Administer service contracts and equipment maintenance
•    Research and investigate regulations as required
•    Coordinate payment of department bills
•    Communicate with management and Bank personnel
•    Update and organize files appropriately
•    Maximize technology tools available
•    Manage personal workload / workflow
•    Monitor and coordinate department calendars, and bills, payments, and partner with Account
•    Perform specialized, confidential secretarial work
•    Answer telephone and direct calls appropriately
•    Take messages and pass to relevant personnel
•    Open, stamp, sort, and distribute the mail
•    Deal with visitors as required in a professional manner
•    Type correspondence, meet minutes, contracts, and other documents and distribute as necessary
•    Support members of department
•    Resolve problems as appropriate
•    Organize and update project files
•    Back up Service Request Line
•    Schedule meets, seminars, and hotel and travel arrangements
•    Manage appointment calendars and vacation time (internal / external)
•    Partner with personnel from other companies
•    Process documents and manage files
•    Purchase and track department materials
•    Record and track department expenditures
•    Assist Management as needed, and create construction budgets
•    Facilitate department functions
•    Update database
•    Perform data entry for statistics and reports
•    Type various expense reports
•    Process all property taxes
•    Recommend improvements to procedures and administration systems
•    Ensure total document and data integrity
•    Attempt to exceed Bank expectations
•    Minimize department nonpayroll costs
 
Additional Essential Functions
     Essential Functions
•    Ensure compliance with Northwest’s policies and procedures, and Federal/State regulations
•    Navigate Microsoft Office Software, computer applications, and software specific to the department in order to maximize technology tools and gain efficiency
•    Work as part of a team
•    Work with on-site equipment
 
Additional Responsibilities
•    Complete special project as assigned 
 
Safety and Health for those without supervisory duties 
•    Abide by the rules of the safety and loss prevention program
•    Perform work tasks in a safe manner
•    Report any and all injuries to supervisor
•    Know what to do in case of an emergency
 
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Preferred Education
  
High School Diploma or equivalent       
 
Preferred Work Experience
    
2 - 6 years administrative/secretarial and department related business experience          
2 - 6 years experience in customer service, recording data, creating reports          
 

General Employee Knowledge, Skills, and Abilities
        
•    Ability to establish effective working relationships among team members and participate in solving problems and making decisions  
•    Ability to present and express ideas and information clearly and concisely in a manner appropriate to the audience, whether oral or written  
•    Ability to actively listen to what others are saying to achieve understanding, sharing information with others and facilitating the open exchange of ideas and information    
•    Ability to establish courses of action for self to accomplish specific goals, develop and use tracking systems for monitoring own work progress, and effectively use resources such as time and information  
•    Ability to make right decisions based on perceptive and analytical processes, practicing good judgment in gray areas  
 
Additional Knowledge, Skills and Abilities

Excellent communication, interpersonal, and organizational skills  
Proficient in office related computer programs (MS Office/Power Point)
 
 

Northwest is an equal opportunity employer. We are committed to creating an inclusive environment for all employees.