Facilities Administrative Specialist

DFCU Financial•Dearborn, MI

About The Position

The Facilities Administrative Specialist provides administrative support for the Facilities & Services department by processing documentation, invoices, records, and other administrative functions that support department operations. The role offers an opportunity to build experience supporting facilities operations while applying strong administrative skills. Success requires strong organizational skills, attention to detail, and the ability to manage multiple priorities. This is a full-time position. Responsibilities include managing administrative processes and records for facilities programs, services, vendors, locations, and equipment; supporting department communications and procedures; and assisting with operational, mail center, courier, maintenance, or other support tasks as required. The position has limited delegated supervisory authority as assigned by management and may perform other duties as assigned.

Requirements

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

Responsibilities

Administer the office supply ordering and FedEx programs; monitor pre-printed inventory and place orders to maintain stock; process business card orders; and order janitorial 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 and stop service for DFCU Financial locations; and maintain the corporate utility report.
Monitor, track, and process DFCU Financial property tax payments, Diebold service calls and invoice payments, and vendor W-9 and Certificate of Insurance documents.
Process incoming and outgoing FedEx materials.
Process completed work order requests received through 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, and warranties.
Process, track, and document branch vendor issues related to janitorial, landscaping, pest control, and other related services.
Draft procedures for department administrative processes and regularly review them for accuracy.
Develop and deliver communications for the operations network via email and Portal.
Complete small-scale Facilities & Services administrative projects.
Perform mail center, courier, maintenance, or support tasks as required.
Sign in and assist credit union guests and vendors when the Physical Security team is unavailable.
Exercise limited delegated supervisory authority as assigned by management.
Perform other duties as assigned.