Facilities Administrative Specialist

DFCU Financial•Dearborn, MI

10d•Onsite

About The Position

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.

Requirements

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.

Responsibilities

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.