Facilities Support Specialist

US-MI-Parchment
Job ID
2017-1377
Category
Maintenance

Roles

What you should know about Advia

Advia is a fast growing Credit Union that is positioned in the top 3% of credit unions across the United States with over 1 billion in assets.  We offer very similar product and services as the big banks with a focus on saving our members money while providing financial advantages.  We are rooted in our communities and believe we have a responsibility to give back outside of our four branch walls through volunteering and charitable donations.  The work environment at Advia is fast-paced, performance based and fun infused.  We certainly live by the saying “work hard, play hard.”  As an employee of Advia, you can expect regular and constructive feedback, development opportunities, great benefits, excellent co-workers and engaged managers.

 

What you should know about the role

Responsible for leading the planning, development and monitoring of procurement activities for general office supplies/materials used to support the operating units throughout the Advia portfolio. Handles purchasing of unique and special items, resolves problems with orders and other purchasing duties. Assists in developing pricing and maintains price lists. Prepares reports, researches, identifies and recommends potential suppliers. Additionally, this positions provides support to the Facilities Coordinator(s) in the areas of space planning, work order maintenance and reporting and maintains occupancy information in all major Advia buildings. This position also prepares monthly reports on building operating costs, work order completions and vendor contacts/contracts.

 

As a Facilities Support Specialist, you will have opportunities to:

  • Pioneer the paths and processes of this relatively new position 
  • Interact with all of Advia from entry level positions to C-Suite
  • Work creatively to problem solve and troubleshoot

Major Duties

  • Assist the Facilities Coordinators in maintaining building equipment in Maintenance Assistance. This including loading information, follow-up on scheduled/preventative maintenance orders and ensuring that work orders are prepared and completed accurately and timely. Other duties may be assigned which includes shared drive maintenance, compiling budget and project information and data maintenance of inspection reports and regulatory information.
  • Responsible for planning and executing individual employee moves, and provide seating and space options for review by HR and management. Work with Human Resources and Information Technology on planning and executing MAC (Moves, Adds, Changes), fulfilling and assigning facilities requests, and coordinating projects employee moves. This includes develop moving plans, including overall space assignments, maintaining building occupancy plans, and coordinating with IT on move logistics. Additionally, coordinate with employees to ensure basic space needs
  • Creates vendor data/base on facilities shared drive and review/checks accuracy on completed paperwork submitted by vendors. Maintains electronic files on vendor contracts, certificates of insurance, proposals, bid packages and department files. Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding.
  • Ensures timely and quality service delivery to team members and follows up with to ensure team member satisfaction. Creates work orders and assigns work orders to various Facilities Coordinators. Monitor work orders in the Spiceworks systems and provides reports on open and closed work orders and checks status with the employee, Facilities Coordinator and/or vendor.
  • Recommends to management the selection of vendors and supplies, research and evaluating supplies/suppliers, orchestrating a fair bid process, analyzing pricing proposals and providing support in the contract negotiation process. Oversee vendor performance and recommending changes to programs.
  • Responsible for the planning, developing, monitoring and directing the procurement of general supplies, furniture and materials used by various operating units throughout the Advia portfolio. The incumbent works closely with retail and operating management to understand their needs, identifies sources, secures bids and develops programs and practices for the ordering and delivery of supplies, furniture and materials.
  • Must comply with applicable laws and regulations, including but not limited to, the Bank Secrecy Act, the Patriot Act, and the Office of Foreign Assets Control, in addition to all company policies.

 

Physical Requirements

Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing / descending stairs in emergency situation. Must be able to operate routine office equipment including telephone, copier, facsimile, and calculator. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours whenever required or requested by management. Must be capable of regular, reliable and timely attendance.

 

Working Conditions

Must be able to routinely perform work indoors in climate-controlled shared work area with minimal noise.

 

Mental and/or Emotional Requirements

Must be able to perform job functions independently or with limited supervision and work effectively either on own or as part of a team. Must be able to read and carry out various written instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on both internal and external confidential matters.

 

Acknowledgement

Must be able to perform job functions independently or with limited supervision and work effectively either on own or as part of a team. Must be able to read and carry out various written instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on both internal and external confidential matters.

Skills & Experience

Experience

Under one year of similar or preparatory experience.

 

Education/Certifications/Licenses

A high school degree or equivalent

 

Interpersonal Skills

Normal courtesy in dealing with others is required. Work involves minimal contacts, usually within the organization. Contact usually involving routine, non-sensitive issues within the department.

 

Other Skills

Valid Class C drivers license and acceptable driving record.

Working knowledge of power, hand tools and equipment

Ability to complete work orders

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