Facilities Administrators

SUMITOMO MITSUI TRUST BANK, LIMITED•New York, NY

1d•Hybrid

About The Position

Sumitomo Mitsui Trust Bank, Limited was established through the merger of The Sumitomo Trust and Banking Co., Ltd with Chuo Mitsui Trust and Banking, Ltd. on April 1, 2012. We are one of the largest asset managers in Asia and number one among Japanese financial institutions by AUM, with approximately $850 Billion USD in AUM. The Bank provides an assortment of financial solutions and manages a broad spectrum of financial products across its global branches. The Americas Division (“AD”) was established in the Sumitomo Mitsui Trust Bank, Limited, New York Branch) (“SMTBNY”) to perform corporate functions and supervise U.S. entities. Established under the AD are the “Global Banking Unit (“GBU”), Americas Division” and “Global Markets Unit (“GMU”), Americas Division” which performs business functions. THE ADMINISTRATION DEPARTMENT (“ADM”) PROVIDES RESOURCES AND VARIOUS SUPPORT SERVICES THAT FACILITATE THE BRANCH’S FLOW OF BUSINESS IN A SUSTAINABLE AND COST-EFFICIENT WAY. ADM MANAGES COMMUNICATION WITH HEAD OFFICE ON BRANCH’S VARIOUS ISSUES SUCH AS BUDGETING, EXPENSE THE ADMINISTRATION OF EXPATRIATE-RELATED MATTERS, AND THE MANAGEMENT OF EXTERNAL PARTIES SUCH AS THE BUILDING MANAGEMENT COMPANY AND OTHER SERVICE VENDORS. Follows established guidelines for routine operational and administrative tasks. May use independent judgement for moderately complex issues. Focuses and ensures the seamless and efficient operation of all facilities administrative management and vendor coordination, The Facility Administrator is responsible for providing comprehensive administrative and operational support to the ADM/Facilities.

Requirements

Minimum of five (5) years recent experience in facility administrative management or related experience.
Bilingual oral and written skills on a business level in both English and Japanese (primarily for coordination with Head Office and documentation).
Excellent organizational, problem-solving, and multi-tasking skills.
Strong organizational skills and attention to detail, especially in document and contract management.
Advanced proficiency in Microsoft Excel and experience with relevant management software (e.g., asset management, invoice processing).
Proficiency in Microsoft Office Suite (Word, PowerPoint).
Excellent communication and interpersonal skills to interact effectively with vendors, employees, and management.
Ability to prioritize tasks and manage time effectively in a fast-paced environment.

Nice To Haves

Experience in office administration, general affairs, or corporate services is preferred.

Responsibilities

Invoice Processing: Handle the processing, verification, and submission of invoices related to facilities services and vendor payments.
Contract Management: Maintain and manage a repository of all facilities-related contracts and service agreements.
Certificate of Insurance (COI) Management: Track, manage, and ensure compliance of vendor COI.
Asset Management: Maintain accurate records for facility assets and inventory.
Vendor Management: Serve as a point of contact for external vendors, including scheduling, service coordination, and assisting with performance monitoring.
Head Office Liaison: Coordinate with Head Office for facilities related tasks.
Emergency Response: Must be on call 24 hours a day for facility emergencies including system irregularities. (shared with Facilities Manager and Assistant Facilities manager).
Fire Evacuation Team Coordination: Coordinates fire safety training and evacuation drills with our in-house fire safety team. This includes maintaining the team roster and scheduling drills in collaboration with the building management.
ID Card System Operation: Operates Access ID card system, including issuance, deactivation, data entry for employees and visitors. Generate, and compile reports related to ID card issuance, access control, and system usage.
Desk Reservation System Operation: Operates the desk reservation system for user setup, data update, and managing reservations.
Key Management: Responsible for the secure inventory and issuance of all facility keys.
Facility Manager Assistance: Provide direct administrative and logistical support to the Facility Manager for various projects and daily operations.
Building Liaison: Coordinate with the building management for event such as fire drills and other items as needed.