Project Coordinator

Westamerica; Fairfield (CA); On-site; USD 52,000 - 72,000; Full time

Job summary

Westamerica is seeking an Administrative/Real Property Management support specialist in California to provide specialized administrative and analytical support to the Real Property Management staff. The role acts as a primary contact for inquiries and coordinates repairs, contracts, and financial tasks across facilities.

Responsibilities include managing key systems, invoices, sublease income, and project bids, while maintaining accurate records and ensuring timely completion of duties.

Qualifications

• Experience providing administrative support in real property or facilities environments.
• Strong written and verbal communication skills.
• Proficiency with standard office equipment and computer applications.
• Ability to organize workload and meet deadlines.

Responsibilities

• Schedule repairs and maintenance across all facilities and track status.
• Manage branch/building key systems and certify key logs annually.
• Audit invoices and verify payments against repairs.
• Create and maintain vendor contracts and ensure insurance certificates.
• Track sublease income and maintain related financial tables.
• Process monthly building expense allocations.
• Coordinate bids and manage project documentation.
• Provide secretarial support and handle mail and phone coverage.
• Perform additional duties as assigned.

Skills

Administrative support

Real property/facilities experience

Communication skills

Budgeting

Invoicing

Job description

Description

Westamerica is among the largest commercial banks headquartered in California. We are looking for outstanding people to join our winning team. We reached our current strength because our employees, customers, and shareholders believe in the same fundamental goals: Delivering a wide variety of financial services with a superior customer service guarantee.

Weekly Working Hours: 40

JOB SUMMARY

Under general managerial supervision, provides specialized administrative and analytical support to all staff in Real Property Management. Acts as primary contact for Real Property Management for both internal and external inquiries.

ESSENTIAL FUNCTIONS

1. Responsible for scheduling repairs and maintenance at all facilities.
   • Complete repair requests, maintain follow-up Log, assess the severity of the problem and resolve the problem.
   • Schedule work with vendor.
   • Follow up with branch/department and vendor to ensure problem is resolved.
2. Manage branch/building key systems.
   • Work in conjunction with Branch Review Department to ensure accuracy of Key Log.
   • Physically certify DOM key system annually.
3. Audit invoices and payment requests prior to submission for payment. Verify invoices to corresponding repair request to determine payment validity.
4. Create, monitor and maintain contracts for all vendors. Ensure vendor has current certificate of insurance on file.
   • Annually certify with the State of California that vendor is bonded.
5. Collect, post and monitor all sublease income. Create and maintain Financial Management System (FMS) tables for internal use (i.e., buildings with multiple tenants, operations and Systems cost allocation). Prepare related general ledger entries for month‑end processing.
6. Monitor, analyze and process all PG&E statements on a monthly basis.
7. Complete monthly allocation of all building expenses.
8. Complete the Unclaimed Property filing with the State of California annually to include Westamerica Bancorporation and all organizations acquired.
9. Coordinate with Property Services Rep on assigned projects.
   • Prepare bid packages including contacting bidders, organizing list of bidders and typing bid documents and specifications.
   • Read contracts/agreements for accuracy. Follows up on outstanding bids. Maintain bid status reports. Schedules approved projects.
10. Provide secretarial support to department members.
    • Open and distribute all incoming mail.
    • Monitor phone mail for department members when they are away from the office.
    • File all paperwork in the respective files.
11. Other job duties as assigned.

Requirements

Progressively more responsible administrative support experience in a real property/facilities environment where incumbent has gained a broad working knowledge of assigned activities. General office machines skills and personal computer proficiency required. Excellent communications skills, verbal and written.

Physical Demands

Sits for extended periods of time utilizing keyboard to input and retrieve data.

Mental Demands

• Mathematical skills for budget and analysis of various invoices and bills.
• Analytical abilities for tasks including competitive analysis and contract reviews.
• Ability to handle multiple tasks simultaneously and prioritize urgent versus routine requests.
• Ability to meet deadlines and work under pressure.

Equipment Used to Perform Functions

Personal computer, photocopier, facsimile, telephone, calculator.

Decision Making

• Ability to prioritize tasks when projects are required from various vendors.
• Allocation of expenses to ensure costs are charged to correct accounts and budgets are balanced.

EOE

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