Facilities Administrative Assistant

Hills Bank • Hills, IA

6h

About The Position

As part of the overall Facilities team, the Facilities Administrative Assistant performs day-to-day tasks that contribute to supporting the Bank's commitment to creating welcoming, aesthetically pleasing branch environments that serve the needs of our customers and employees. This position assists with the coordination and execution of design projects, seasonal décor and overall branch presentation. Working closely with the Facilities team and external vendors, and taking direction from the VP, Facilities Administration, the Facilities Administrative Assistant ensures that all spaces reflect the Bank's brand standards and provides an exceptional experience for customers and employees.

Requirements

• Associate's degree or equivalent; and some experience or coursework in interior design, visual merchandising or administrative support preferred.
• Must take initiative, make decisions and successfully work independently.
• This job requires skills needed in a typical office environment. This includes computer skills, communications skills, as well as utilization of office equipment.
• Flexibility to work occasional non-standard hours, including evenings and weekends for project deadlines or seasonal decorating.
• Ability to stoop, bend, and stand for extended periods of time; ability to lift a minimum of 30 pounds

Responsibilities

• Provide administrative support for branch design projects, including remodels, furniture layouts and décor updates.
• Collaborate with Facilities leadership and vendors to source materials, finishes and decorative elements that align with branch guidelines.
• Execute and carry out initiatives to maintain visual consistency across all branch locations.
• Execute seasonal and event-based decorating plans for branches and corporate spaces.
• Assist in the preparation of spaces for special events, meetings and community activities.
• Coordinate timelines, deliveries and installation schedules for design projects.
• Track inventory of décor items and supplies, managing ordering and replenishment.
• Provide administrative support for project documentation, vendor communication and budget tracking.
• Support general facilities tasks as needed, including minor repairs, furniture moves and set up for meetings or events.
• Coordinate and support departmental initiatives, special projects, and cross-functional collaboration.
• Assist with the tracking of department budgets, invoices and vendor contracts.
• Assist in monitoring and prioritizing incoming requests to the facilities department, ensuring prompt follow-up and resolution.
• Assist in tracking strategic initiatives, operational projects and departmental goals.
• Maintain inventory of the Bank's historical artifacts, photographs and memorabilia for designated displays and history rooms.
• Coordinate the rotation and upkeep of historical displays across multiple branches.
• Work with Marketing and Facilities teams to ensure historical displays align with brand storytelling and community engagement goals.
• Assist in the ongoing development and execution of the Bank's Master Facilities Plan, including updating documentation of branch information, completing research and compiling data.
• Ensure timely submission of receipts, invoices, and credit card reconciliation reports to Accounts Payable for processing.
• Review invoices from vendors for accuracy and work within approved budget.
• Provide support in monitoring contracted work as described in the approved contract and assist with coordination access per the vendor access policy.
• Assist with the setup and relocation of office furniture and equipment for staff moves, renovations or new installations.
• Work closely with VP, Facilities Administration to support major bank projects.
• Support bank and community sponsored events.
• Performing other duties as assigned.

Benefits

• Our employees are our most valuable assets, so we invest in them with a comprehensive and competitive benefits package.
• Our philosophy of taking care of the customer extends to taking care of our employees so that they, in turn, can take good care of themselves and their families.
• Join Hills Bank and let us surprise you with even more perks!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree