Facilities Administrative Specialist

DFCU Financial; Dearborn (MI); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Hybrid work schedule

401k match

Medical insurance

Dental insurance

Vision insurance

HSA

FSA

Job summary

DFCU Financial is seeking a Facilities Administrative Specialist in Dearborn to provide administrative support for the Facilities & Services department. You will process documentation, invoices, records and related tasks to keep operations running smoothly.

The role requires strong organization, attention to detail and the ability to juggle multiple priorities. A minimum two years in an admin or program processing role and proficiency with Microsoft 365 are expected.

Qualifications

• Minimum high school diploma or equivalent.
• Minimum two years in an administrative or program processing capacity.
• Proficient in Microsoft 365.

Responsibilities

• Provide admin support for Facilities & Services, processing docs, invoices, records and other admin tasks.
• Handle office supply ordering, FedEx, janitorial and general building supplies.
• Prepare invoices for approval and track service fees and vendor errors.
• Monitor utilities and start/stop services for locations; maintain utility reports.
• Process property tax payments, service calls and vendor W9/COI documents.
• Handle FedEx materials and work order requests from the Facilities & Services database.
• Maintain documentation for department programs and equipment; manage licenses, permits and registrations.
• Communicate operations updates via email and Portal; assist with small admin projects.
• Support mail, courier, maintenance tasks; greet guests and vendors; supervisory tasks as assigned.

Skills

Strong organizational skills

Attention to detail

Multi-priority management

Interpersonal communication

Education

High school diploma or equivalent

Tools

Microsoft 365

Job description

• life insurance
• vision insurance
• paid time off
• paid holidays
• long term disability
• tuition reimbursement
• 401(k)

Join the DFCU Financial team today, and discover the benefits, rewards and development opportunities from one of the largest and best managed credit unions in the country.

Do you enjoy staying organized and supporting day-to-day administrative operations?

As a Facilities Administrative Specialist, you will provide administrative support for the Facilities & Services department by processing documentation, invoices, records, and other administrative functions that support department operations. This role provides an opportunity to build experience supporting facilities operations while applying strong administrative skills.

Strong organizational skills, attention to detail, and the ability to manage multiple priorities are essential for success in this role.

The Opportunity:

We are seeking a full-time Facilities Administrative Specialist to join our team.

What You'll Do:

• User administration for office supply ordering program and FedEx program; monitor pre-printed inventory and place orders to maintain stock; process business card orders; place orders for janitorial supplies and general building supplies.
• Prepare invoices for authorization by Facilities & Services management. Track false alarm fees and request reimbursement for vendor error alarms.
• Monitor utility payments, research and resolve billing and service issues, start/stop service for DFCU Financial locations, and maintain corporate utility report.
• Monitor, track and process DFCU Financial property tax payments, Diebold service calls/invoice payments, and vendor W9 and Certificate of Insurance documents.
• Process incoming and outgoing FedEx materials.
• Process completed work order requests received from the Facilities & Services database.
• Process requests, resolve issues and maintain documentation for department programs and equipment including fire extinguishers, flag service, vending service, business licenses, fire alarm permits, vehicle registration, warranties, and other related department programs and equipment.
• Process, track and document branch vendor issues related to janitorial, landscaping, pest control, and other related services.
• Write draft procedures for department administrative processes and regularly review for accuracy.
• Develop and deliver communications for operations network via email and Portal.
• Complete small-scale Facilities & Services related administrative projects.
• Perform mail center, courier, maintenance or support tasks as required.
• Sign in and assist credit union guests and vendors when Physical Security team is not available.
• Limited delegated supervisory authority, as assigned by management.
• Other duties as assigned.

What You'll Need:

• Minimum high school diploma or equivalent required.
• Minimum two years in an administrative or program processing capacity.
• Ability to efficiently and effectively manage simultaneous priorities.
• Proficient in Microsoft 365.
• Demonstrated analytical and problem-solving skills.
• Able to initiate and embrace change.
• Excellent interpersonal skills, including written and verbal communication, and ability to work in a team environment.

What We Offer:

• Potential for a hybrid work schedule
• 401k plan match, dollar for dollar up to 4%
• 401k additional employer contribution after one year at 5%
• Employee bonus program
• Medical, dental and vision insurance effective date of hire
• Health savings account (HSA)
• Flexible spending accounts for medical and dependent care expenses
• Adoption assistance for qualified expenses maximum $10,000 per child
• Wellness initiatives and reimbursements
• Pre-paid legal services plan
• Identity protection plan
• Short & long term disability plans paid for by company
• Company provided basic life insurance of $50,000 plus supplemental for employee, spouse and child
• Pet Insurance
• Free financial planning assistance
• Numerous fun employee events throughout the year
• Volunteer and community engagement opportunities
• Employee loan discounts (closed-end loans)
• Service / anniversary awards
• Employee discounts for company logo wear
• Employee referral payouts for recruiting your friends and family
• Paid lunch time
• Tuition reimbursement / Education assistance
• Ongoing training opportunities
• Paid time off
• Paid holidays (13 per year)

Equal Opportunity Employer / Disabled / Veterans