Facilities Administrative Assistant

Texas Bank and Trust Company; Longview (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

Texas Bank and Trust seeks an Administrative Assistant to support the Facilities & Support Services team in daily operations. You will provide friendly, confidential customer service to both internal and external customers and act as a trusted advisor to help customers identify and achieve financial goals.

The role includes managing work orders, calendars, mail, and department communications, while ensuring data accuracy in facilities software and coordinating vendor contracts and inspections as

Qualifications

• High School diploma or equivalent required.
• 2-3 years of secretarial/administrative assistant experience preferred.
• Demonstrated clear oral and written communication skills.
• Ability to maintain confidentiality.
• Ability to multi-task while managing priorities and deadlines.
• Proficiency in Microsoft Office required.

Responsibilities

• Support Facilities and Support Services team with daily operations.
• Manage work order coordination, preventive maintenance scheduling, and data updates in facilities software.
• Assist with budgeting/accounting processes, invoice submission/approval, and vendor invoices.
• Handle departmental phones, mail, and office supplies; maintain bank calendars and room setups.
• Maintain sick leave and vacation entries in payroll systems and shared calendars.
• Assist with lease agreements, vendor contracts, and tracking of insurance certificates.
• Track utilities, store records, and coordinate storage and shredding of retention files.

Skills

Microsoft Office

Communication skills

Confidentiality

Multi-tasking

Teamwork

Education

High School diploma or equivalent

Job description

Provides support to the overall daily operations of the Facilities & Support Services Department.

Provides secure, accurate, responsive, and courteous customer service to both internal and external customers at all times. Maintain strict confidentiality of customer and banking relationships.

Primary objective of this position is to be a trusted advisor to every internal and external customer. Inspire confidence and build lasting relationships by consistently exhibiting each of the trusted advisor skills in order to help our customers identify and achieve their financial goals.

Essential Job Functions:

• The Administrative Assistant will work closely with Facilities and Support Services Team to support all facilities activities.
• Manage Work Order coordination such as preventative maintenance schedule, communication, assignments, and ensuring data is updated in the facilities software.
• Assist with budgeting/accounting systems, invoice submission/approval, and FedEx invoices.
• Responsible for a variety of administrative duties including answering the department phones, managing departmental mail and maintaining the necessary office supplies and other resources as requested.
• Responsible for maintaining the bank calendar software along with set-ups for Community Room, Dining Room, and Meeting Room.
• Responsible for maintaining sick leave and vacation time entries for non-exempt department staff in bank payroll software and facilities shared calendar.

Other Job Functions:

• Responsible for assisting with the bank owned property lease agreements and vendor contracts.
• Track utilities for each location.
• Track and update vendor’s Certificate of Insurance.
• Maintain files/records.
• Coordinates storage and shredding of retention files.
• Responsible for fleet vehicle maintenance records.
• Assists with Furniture Fixture & Equipment orders and asset tracking.
• Coordinates elevator, backflow, boiler, and fire inspections and file with Texas Department of Licensing and Regulations.
• Other duties as requested by their supervisor or other management representatives of the bank.

Job Requirements

• High School diploma or equivalent.
• 2-3 years of experience in secretarial/administrative assistant position required.
• Must demonstrate clear oral and written communication skills.
• Ability to maintain confidentiality.
• Ability to multi-task while managing priorities and deadlines.
• Proficiency in Microsoft Office required.
• Must be able to perform the essential functions of the job with or without reasonable accommodation and without posing a direct threat to the health and safety of self or others.
• Knowledge of basic math calculations
• Ability to work in a fast-paced environment and to work well within team environment presenting a positive customer service demeanor and attitude
• Must comply with all bank policies and procedures that are job related and/or consistent with business necessity.

General Physical Demands and Workplace Conditions:

• Must be able to exert up to 20 pounds of force occasionally, and up to 10 pounds of force frequently, and a negligible amount of force constantly lift, carry, push or pull or otherwise move objects within the immediate workstation.
• Must be able to walk, sit or stand frequently, up to 50% of the time.
• Must be able to tolerate encounters with coworkers and customers under the following conditions: atmospheric pollutants or allergens, including but not limited to fumes, odors, dust, and poor ventilation; changes in indoor/outdoor temperatures encountered in travel between buildings and branches.
• Other physical attributes required to successfully perform the essential functions above including finger agility, talking, and listening.