Facilities Coordinator I

Rockland Trust is hiring a Facilities Coordinator.

The Facilities Coordinator will utilize the ProLease Maintenance database to generate facilities service requests, process operating and capital invoices in BankTel for both the Facilities and Purchasing departments, and perform general office tasks, including filing and scanning.

Responsibilities & Duties

1.

ProLease Maintenance database


*  Review new facilities service requests as they are received
+  contact end user for additional information or clarification before assigning to a vendor (if needed)


*  Assign facilities service requests to the appropriate vendor
+ discuss with Facilities Operations Manager if unsure which vendor to send


*  Follow up on open facilities service requests with vendor to ensure that work is completed in a timely manner


*  Follow up with end users to ensure that facilities service requests are closed when the work is completed

2.

ProLease Workplace database


* Understand and use the floor plans when discussing facilities service requests with both end users and vendors

3.

BankTel database


* Process operating and capital invoices for Facilities and Purchasing as invoices are received
+ if the invoice ties back to a facilities service request, confirm that the work was completed prior to processing the invoice


* For new vendors - complete new vendor request form as required by Finance to include W9 and ACH form

4.

Responsible for paperwork associated with Facilities proposals for all locations


*  Scan and save approved proposal in the proposal folder for the appropriate location


*  Delete any unsigned copies of the same proposal


*  Generate a facilities service request to the appropriate vendor and send the signed proposal to the vendor

5.

General office work (copying, filing, scanning)


* Create contract intake forms for new contracts as required


* Responsible for filing and/or scanning all departmental correspondence


* Responsible for opening and distributing incoming mail to Facilities and Purchasing departments


* Responsible for certified and overnight mail processing


* Additional responsibilities may be assigned as needed

Qualifications


* Proficient in Microsoft Office Products (Outlook, Excel, Word)


* Must be able to work independently, be a self-starter and a self-motivator


* Must be organized and detail oriented with strong problem solving and time management skills


* Must have good verbal and written communication skills


* Proficient in tactfully dealing with complaints


* Must be able to work with individuals at all levels within and outside of the bank

Our goal is to offer our colleagues the most generous benefits package possible.

We strive to provide colleagues with a comprehensive benefits package and an environment that supports a healthy work-life balance.

Benefits include: Competitive compensation with...