Administrative Assistant – Facilities Management

Enterprise Bank & Trust was founded in the spirit of entrepreneurship and community. From the small mom-and-pop coffee shop to the large construction company that employs local people, our goal is to help businesses succeed and our communities thrive. 

With offices in Arizona, California, Florida, Kansas, Missouri, New Mexico, Nevada and Texas, we’re strong, growing and committed to supporting the communities we serve. We extend this commitment to the community to our associates, offering annual paid volunteer time off and charitable-matching opportunities. Voted a Best Bank to Work For by American Banker for multiple years, we offer our associates an array of benefits and the opportunity to chart their own career path with us. Join us in the pursuit of our mission to guide people to a lifetime of financial success, and enjoy a career filled with professional growth opportunities, interesting colleagues and the satisfaction of supporting our communities. 

Together, there’s no stopping you!

Job Title:

Administrative Assistant – Facilities Management

Job Description:

Summary

Provide administrative support for the Facilities Department.

Essential Duties & Responsibilities

• Provide administrative support for the Facilities Department including scheduling appointments and meetings; arranging travel; preparing expense reports; and composing correspondence

• Ensure all invoices are reviewed, approved and paid timely and according to Finance Dept and other requirements

• Coordinate departmental meetings, including organization, communication and distribution of meeting materials

• Provide administrative support for all legal contract activity, to include tracking critical dates, maintaining version control of drafts, filing final drafts, and updating databases

• Timely and accurate issuance of access control badges, fobs, etc.

• Provide exceptional customer service when handling telephone calls, vendors, associates, and clients

• Generate reports and coordinate information for presentations

• Timely and accurate handling of incoming facilities service requests and  preparation of reports

• Timely and accurate handling of facility, equipment, fire, and security inspections, licenses, etc.

• Order and maintain supply inventories including office supplies, printed materials, furniture, and equipment

• Draft, update and maintain departmental procedures

• Perform other duties as required

Qualifications

• Team-oriented, possess a positive attitude and work well with others

• Excellent interpersonal and customer service skills

• Strong organizational skills and detail-oriented with high degree of accuracy

• Ability to adapt, prioritize, handle multiple tasks, and work independently in a constantly changing environment

• Strong written and oral communication skills

• Strong math and problem solving skills

• Ability to handle sensitive information with complete confidentiality and professionalism

• Ability to operate standard office equipment, such as, computer workstations, calculators and copier

• Ability to travel to branch offices, if necessary. Less than 5% travel time

• Ability to lift 25 lbs. or 50 lbs. with assistance

• Bilingual in Spanish and English helpful

Supervisory Responsibilities

• None

Education and/or Experience

• Associate’s degree (A.A.) or equivalent from two-year college or technical school; or two to three years related experience and/or training.

• Prior real estate, facilities, maintenance, or property management experience, a plus

• Valid driver’s license. Must have own vehicle and ability to travel to branch offices, if necessary.

Computer and Software Skills

• Microsoft office suite

• Google Mail and Calendar

• Bankway

• Salesforce

Certifications, Licenses, and Registrations

•  None

Equal Opp