Administrative Facilities Coordinator

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Tropical FCU (TFCU) is a Sun-Sentinel Top Workplace EIGHT years in a row. Being part of TFCU will provide you with opportunities to engage by learning, growing, contributing, collaborating, and developing professionally. Join us for a great employee experience focused on engaging employees and members alike.

Summary: Individuals in the job are responsible for assisting Tropical Financial Credit Union in the achievement of its purpose of guiding members successfully through the financial marketplace. This person performs administrative/facilities duties in support of the organization’s departments and branches on an as needed basis.

Essential Duties and Responsibilities include the following (other duties may be assigned):

• Provide service that meets the Service Standards defined by Tropical Financial Credit Union as measured by the Internal Service Survey; annual goals are established through the Performance Management Process.
• Support document organization and electronic records management.
• Schedule meetings, vendor appointments and service call.
• Assists with creation and setup for FedEx and office supply accounts.
• Acts as liaison with offsite records vendor, submits all requests for delivery/pickup of records, approves all entry forms submitted for accuracy of required information and keeps all related records current.
• Receives requests for replenishment of blank cashier’s checks and maintains detailed records for all check supplies sent to end users, as well as monitors inventory and reorders when necessary.
• Assures that the kitchen facilities are maintained and supplies are always replenished/restocked
• Assist with vendor check in procedures and visitor management.
• Supports office moves, furniture setups, conference rooms and main breakroom readiness.
• Assist with tracking facility assets and equipment.
• Monitors all cleaning crew schedules.
• Assists with the purchasing function for the Credit Union’s departments and branches.
• Assists in the timely processing of all helpdesk tickets.
• Process, sort and prepare the outgoing mail on a daily basis.
• Perform daily pickup-drop-off of company mail and related materials at a designated postal location.
• Maintain reliable transportation and be available to use a personal vehicle for the pickup and drop-off of the company daily mail .
• Interacts effectively with vendors from various external companies.
• Assists branches and departments with facilities issues as required, including upkeep of appearance of buildings and grounds if necessary.
• Performs on-site branch maintenance visits and delivers emergency supplies when necessary.
• Assists in supervising subcontractors for projects including location closures, relocations and remodels.
• Assists in maintaining and monitoring the internal card access entry system.
• Assists in creating ID badge for staff members
• Assists in processing maintenance/repair invoices and tracking expenses.
• Must be able to meet flexible schedule, including on call status when required.
• Perform other duties as assigned.
• BSA Compliance: Every employee is required to uphold the credit union’s compliance with the Bank Secrecy Act and anti-money laundering policies and procedures. Specific functions within TFCU will take into consideration the awareness of unusual or suspicious activity that is relevant to the department.
• In addition to any other assigned training courses, online BSA and OFAC courses must be completed at least annually, as made available by the Training and/or Compliance Departments.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Proficient in Microsoft Office including Word, Excel, and PowerPoint.
• High degree of attention to detail, research and reasoning.
• Strong decision-making skills.
• Interpersonal skills to interface effectively with staff at all levels, external vendors and partners.
• Ability to read and understand Federal and State guidance and regulations.
• Strong time management and organizational skills.
• Ability to multitask and keep a safe and neat work environment.
• Highly motivated and self-starter who works independently with minor supervision, as well as a team player with all members of the organization.
• Strong verbal and written communication skills
• Demonstrates professionalism and maintains confidentiality regarding issues of a sensitive nature.
• Must have a valid driver’s license (required)

Education and/or Experience

• High School diploma or equivalent.
• 1-2 years’ experience in purchasing and inventory control.
• 1-2 years’ experience in office management overseeing standard office processes.
• General knowledge of routine maintenance procedures, OSHA regulations EPA requirement.Excellent interpersonal skills to communicate with all levels of employees.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit and use hands to handle or touch. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. The employee must be able to go outside of the office daily and drive their vehicle to pick up and drop off company mail at the local post offices. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.