Administrative Ops Coordinator - Banking & Office Support

Northeast Bank; Lewiston (ME); On-site; USD 46,000 - 50,000; Full time

Benefits offered by this job

Generous PTO

Job summary

Northeast Bank in Lewiston, ME is seeking an Administrative Services Coordinator to provide essential administrative support to the Community Bank Leadership team and Banking Operations.

You will handle scheduling, event planning, ordering of supplies for multiple offices, and intake of facilities requests, ensuring timely, accurate execution in a fast-paced banking environment. The role also supports regulatory readiness and document management to ensure compliance.

Qualifications

• 2–4 years of experience in administrative support, office coordination, operations support, facilities coordination, event coordination, or a related role, preferably in a banking, financial services, or professional office environment.
• High school diploma or equivalent required; associate degree or coursework in business administration, office administration, communications, or a related field preferred.
• Strong administrative coordination skills, including calendar, meetings, records, supplies, requests, follow-up items, and recurring office support activities.
• Proficiency with Microsoft Office tools, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with the ability to create trackers, maintain lists, prepare communications, and organize shared documents.
• Excellent written and verbal communication skills, including the ability to prepare clear communications, coordinate logistics, document action items, and follow up with stakeholders in a professional manner.
• Strong organizational skills and attention to detail, with the ability to manage competing priorities, track open items, and ensure assignments are completed accurately and on time.
• Customer service orientation and ability to interact effectively with employees, managers, vendors, and business partners across multiple locations.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and escalates issues appropriately.

Responsibilities

• Provide administrative and organizational support to the Community Bank Leadership team, including scheduling assistance, meeting coordination, document preparation, and follow-up on routine administrative items.
• Support the members of the leadership team by maintaining organized records, preparing communication materials, tracking assigned administrative items, and assisting with departmental coordination needs.
• Work with Human Resources and the Employee Cares Committee to help organize in-office and out-of-office employee events, including coordination of logistics, communications, supplies, and related follow-up.
• Coordinate ordering and supply needs for the Banking Centers, Bates Mill, and Portland offices, ensuring requests are handled timely, accurately, and in accordance with established procedures.
• Serve as the intake point for facilities tickets, review incoming requests for completeness, assign or route tickets to the appropriate internal or external resource, and monitor status through resolution.
• Coordinate facilities-related assignments for corporate office locations and parking facilities, helping ensure requests are documented, assigned appropriately, communicated clearly, and completed in a timely manner.
• Maintain organized tracking tools, files, and documentation to support ordering, facilities coordination, event planning, administrative follow-up, and other recurring Banking Operations activities.
• Utilize Microsoft Office tools, including Excel, Word, PowerPoint, Teams, and SharePoint, to create and maintain lists, trackers, communications, reports, and other administrative work products.
• Assist with meeting coordination, agenda preparation, documentation of action items, and follow-up on deliverables.
• Perform additional duties as assigned by the Retail Operations Manager.
• Successfully pass technical and regulatory examinations required by the Company.

Skills

Administrative support

Office coordination

Facilities coordination

Event coordination

Customer service

Education

High school diploma or equivalent

Associate degree or coursework in business administration

Tools

Microsoft Office

SharePoint

Outlook

Excel

PowerPoint

Teams

Job description

Northeast Bank in Lewiston, ME is seeking an Administrative Services Coordinator to provide essential administrative support to the Community Bank Leadership team and Banking Operations.

You will handle scheduling, event planning, ordering of supplies for multiple offices, and intake of facilities requests, ensuring timely, accurate execution in a fast-paced banking environment. The role also supports regulatory readiness and document management to ensure compliance.