Facilities Administrative Assistant

Facilities Administrative Assistant

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

Additional Responsibilities

Qualifications

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