• Facilities Support Specialist

    Job Locations US-MI-Parchment
    Job ID
    2018-1949
    Category
    Maintenance
  • Roles

    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.

     

    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 nearly 2 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.

     

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

    • Self manage your day to day work schedule
    • Interact with all of Advia from entry level positions to C-Suite
    • Work creatively to problem solve and troubleshoot
    • Have a variety of responsibilities and projects to keep the job interesting

    Major Duties

    • Partner with various departments to determine supply needs and support in ordering.
    • Main point of contact for shipping services for the credit union.
    • 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.

    • Cost of ownership analysis – researching and analyzing reports and invoices to determine the best option keeping costs in mind.

    • Creates vendor data/base on facilities shared drive and reviews/checks accuracy on completed paperwork

      submitted by vendors. Maintains electronic files on vendor contracts, proposals, bid packages and department files. Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding.

    • 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

    Nothing in this position description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is not a contract and should not be construed as a guarantee of employment for any specific period of time. Advia Credit Union is an Equal Opportunity Employer and does not discriminate against employees or applicants based on race, color, religion, sex/gender, national origin, disability, age, or any other category protected by law.

    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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