Facility Administrative Coordinator

Washington State Employees Credit Union•Olympia, WA

15d•$27 - $41•Onsite

About The Position

Do you enjoy working with people from all levels of an organization and have a desire to be of service to others, this position may be for you! As the Facilities Administrative Coordinator, you will be providing administrative support and coordination for facility services, including vendor communication, work order tracking, reviewing and coding vendor invoices, G/L balancing, budgeting, and supply management and purchasing support. Acting as the first point of contact for our internal and external members. Ensuring all systems are operational and maintained. Ready to learn more! Your day may include: Working with and supporting the Facilities Team to assist in the day-to-day maintenance and functionality of all WSECU buildings Tracking and scheduling routine branch maintenance to maintain a clean, professional appearance aligned with brand standards Monitoring building inspection requirements and coordinating scheduling to ensure compliance and timely resolutions of any deficiencies Coordinating on-site vendor management and/or supervision of repairs and communicates to branches Creating Fresh Tickets / Work Orders and following up on completion Identifying and troubleshooting facility related issues Developing, building and maintaining vendor relationships Updating and ensuring policy & procedures are being followed Reviewing vendor invoices for accuracy, ensuring appropriate approvals and supporting documentation are provided Applying correct general ledger coding to invoices according to accounting policies and chart of accounts Ensuring timely entry of invoices to Accounting to maintain positive vendor relationships and avoid late fees Responding to vendor inquiries regarding payment status and reconciles account statements when needed Reviewing general ledger accounts to verify that all payables are recorded in the appropriate account Assisting with space planning management and budget preparation by gathering data Coordinating with staff and vendors new & existing furniture reconfigurations, scheduling branch and corporate furniture repairs, and assisting with purchase of new furniture and equipment Coordinating and scheduling ERGO assessed furniture installs with Maintenance Tech and employees and working with Ergonomics Team to secure equipment Performing purchases requested by internal teams and branches, ensuring all supplies, furniture, fixtures and equipment align with brand standards Managing current Supply Room inventory against supply requests Supporting tracking of asset inventory items from acquisition to disposals and assisting with biennial Asset Audit of all assets

Requirements

Minimum of one year of experience of business experience, including experience in facilities, security equipment, badge systems, accounting and construction
Knowledge of and experience using Microsoft Office Windows Suite proficiency, ability to work under pressure, and the ability to handle sensitive information
Well-developed interpersonal, written and telephone communication skills

Nice To Haves

Ability to calculate figures and percentages.
Ability to collect and analyze data
Ability to use formulas, perform calculations and link items in Excel
Project management skills

Responsibilities

Working with and supporting the Facilities Team to assist in the day-to-day maintenance and functionality of all WSECU buildings
Tracking and scheduling routine branch maintenance to maintain a clean, professional appearance aligned with brand standards
Monitoring building inspection requirements and coordinating scheduling to ensure compliance and timely resolutions of any deficiencies
Coordinating on-site vendor management and/or supervision of repairs and communicates to branches
Creating Fresh Tickets / Work Orders and following up on completion
Identifying and troubleshooting facility related issues
Developing, building and maintaining vendor relationships
Updating and ensuring policy & procedures are being followed
Reviewing vendor invoices for accuracy, ensuring appropriate approvals and supporting documentation are provided
Applying correct general ledger coding to invoices according to accounting policies and chart of accounts
Ensuring timely entry of invoices to Accounting to maintain positive vendor relationships and avoid late fees
Responding to vendor inquiries regarding payment status and reconciles account statements when needed
Reviewing general ledger accounts to verify that all payables are recorded in the appropriate account
Assisting with space planning management and budget preparation by gathering data
Coordinating with staff and vendors new & existing furniture reconfigurations, scheduling branch and corporate furniture repairs, and assisting with purchase of new furniture and equipment
Coordinating and scheduling ERGO assessed furniture installs with Maintenance Tech and employees and working with Ergonomics Team to secure equipment
Performing purchases requested by internal teams and branches, ensuring all supplies, furniture, fixtures and equipment align with brand standards
Managing current Supply Room inventory against supply requests
Supporting tracking of asset inventory items from acquisition to disposals and assisting with biennial Asset Audit of all assets

Benefits

Medical, Dental, Vision, and Life Insurance with Premiums paid by WSECU
Full-Time Regular employees accrue general leave and sick leave, on a monthly basis
Part-Time employees accrue general leave, on a monthly basis
11 Paid Holidays
Employer paid Long Term Disability & Long Term Care plan for Full-Time employees
Employer paid Long Term Care plan for Part-Time employees
401(K) with 8.5% Contribution by WSECU to begin 1st quarter after 1 year of service
Paid Volunteer Leave
Tuition Assistance
Employee Assistance Program & Employee Discounts
And, you get to work with some awesome people!