Facilities Administrative Coordinator

The Facilities Administration Coordinator provides comprehensive administrative support to the Facilities department, ensuring efficient operations across all bank properties. This role manages critical processes related to real estate, fleet, budgeting, and compliance, while maintaining accurate documentation and delivering exceptional service to internal stakeholders. The position plays a key role in implementing and supporting procedures that ensure well-managed, well-maintained facilities aligned with organizational goals.

Responsibilities

Real Estate & Fleet Administration

• Maintain accurate tracking of the organization’s real estate portfolio, including leases, rental payments, occupancy expenses, real estate taxes, and insurance requirements.
• Oversee fleet vehicle administration, including registration, maintenance scheduling, insurance compliance, and usage tracking.
• Assist with real estate closings, lease renewals, and related documentation and communications.

Administrative & Budget Support

• Support the development of departmental and project budgets and ensure ongoing maintenance of financial records for real estate initiatives and operational activities.
• Process and code invoices and credit card statements for operating expenses and projects.
• Support annual audits and assist in the preparation of real estate and financial reports.
• Assist with departmental communications related to facilities operations and projects.
• Participate in Disaster Recovery and Business Continuity planning initiatives.

Documentation & Compliance

• Maintain organized and accurate department documentation, including contracts, leases, policies, and procedures.
• Develop and update departmental policies and procedures to support training, compliance, and operational consistency.
• Ensure adherence to regulatory requirements and internal standards for safety and property management.

Service Excellence & Continuous Improvement

• Deliver courteous, accurate, and timely assistance for all facilities-related inquiries and requests.
• Proactively identify opportunities for process improvement and communicate recommendations to management.
• Represent the Facilities department professionally, demonstrating a commitment to service and organizational values.

Bell Bank Culture, Policy and Accountability Standards:

• Know by name and face as many customers and employees as possible, calling them by name as often as possible.
• Know and practice LOCBUTN, our Golden Rules, and Bell Bank Customer Service Standards.
• Know, understand, and live the company values and bottom line.
• Conduct activities consistent with established Bell Bank policies, procedures and systems, the Bell Bank Employee Conduct policies, the Bank Secrecy Act and all applicable state and federal laws and regulations.
• All employees are responsible for information security, including compliance with policies and standards which protect sensitive information.
• Prompt and reliable attendance.
• Perform other duties as assigned.

Education, Experience, and Other Expectations

• Associate’s degree in Business Administration or related field preferred.
• 4-6 years of administrative experience; prior experience in facilities, real estate, or property management strongly preferred.
• Flexibility to work occasional evenings/weekends and travel as needed.
• Travel up to 10% within a specific region is required for this role.

Skills And Knowledge

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Must be dependable, trustworthy and maintain a high level of confidentiality.
• Familiarity with budgeting tools and document management systems.
• Strong organizational and time management skills with the ability to prioritize effectively.
• Excellent written and verbal communication skills.
• High level of confidentiality, integrity, and professionalism.
• Analytical and mathematical aptitude for financial tracking and reporting.
• Ability to work independently and collaboratively in a fast-paced environment.