Facilities and Parking Administrator

First National Bank•Omaha, NE

7d•$47,613 - $78,560•Hybrid

About The Position

The Facilities and Parking Administrator serves as the primary point of contact and operational backbone for the Senior Vice President and the FNBO Buildings Division. This role demands a highly organized, proactive professional who thrives in a dynamic environment and takes ownership of complex, multi-faceted responsibilities. From managing enterprise-wide parking operations to supporting high-visibility division projects, this individual plays a critical role in ensuring the Buildings Division runs with precision, professionalism, and efficiency.

Requirements

Four-year degree in Business Administration or a related field, and/or a minimum of 5 years of progressive administrative experience in a professional environment.
Advanced proficiency in the Microsoft Office Suite, with particular strength in Excel — data management, reporting, and analysis (including complex formulas, pivot tables, and data analysis), PowerPoint — executive-level presentations, SharePoint — content management and team collaboration, Word, Outlook, Visio, and Teams.
Proficiency in Adobe Acrobat and related Adobe tools for document creation and editing.
Experience with database management applications.
Demonstrated ability to independently manage multiple concurrent projects in a fast-paced, deadline-driven environment with minimal supervision.
Strong customer service orientation with consultative communication skills and a consistent track record of responsiveness.
Exceptional written and verbal communication skills, with the ability to produce clear, professional documentation and correspondence.
High attention to detail and strong organizational skills across both digital and physical workflows.
Comfortable working with senior leadership and external partners with professionalism and confidence.
Exhibit professional behavior and be proactive and respectful in all relationships with internal and external stakeholders.
Promote positive, constructive, collaborative working relationships with all staff members.
Exercise willingness to serve as a resource to colleagues, sharing expertise and supporting team success.
Practice FNBO values and actively support organizational goals and strategic plans.
Proactively work to improve team and organizational effectiveness through innovation and best practices.
Complete special projects as assigned within established timeframes.
Demonstrate accountability for continuous best efforts to deliver exceptional results.
Unrestricted work authorization and not requiring future sponsorship.

Nice To Haves

Familiarity with systems such as Archibus or similar facilities/parking management platforms is a strong plus.
Champion the use of AI tools to improve efficiency and accuracy in processes.

Responsibilities

Serve as the administrative cornerstone of the FNBO Buildings Division, delivering high-quality support that enables leadership and staff to operate at peak effectiveness.
Produce polished, professional reports, presentations, Visio diagrams, calendars, and other division products using the full MS Office Suite; adapt deliverables to meet evolving business needs.
Develop, maintain, and update written procedures and process documentation, ensuring accuracy and version control at all times.
Plan and coordinate divisional meetings and events, including seamless remote access and connectivity via Microsoft Teams and related platforms.
Manage executive and staff calendars, coordinate travel arrangements, lunch orders, mail distribution, and provide responsive phone support for the division.
Own the new hire onboarding process for the Buildings Division — including contact list updates, org chart maintenance, email group management, business card orders, and nameplate inserts — ensuring every new team member experiences a smooth, welcoming transition.
Proactively manage and maintain supply inventory to ensure uninterrupted division operations.
Lead the administration of FNBO's parking program, overseeing 2,500+ parking assignments, access cards, and stalls across multiple locations.
Serve as the central point of coordination between internal teams and external partners.
Execute daily, weekly, and monthly parking processes including waitlist management, issue resolution, bi-monthly and monthly data exports, and broad employee communications.
Partner with HR to support weekly New Hire Orientation, serving as the first point of contact for new employees regarding Buildings and Parking — continuously identifying opportunities to enhance the onboarding experience.
Administer the parking validation process for department visitors, manage access to the online validation system, and ensure procedural compliance.
Act as the primary liaison between FNBO, Omaha Metro, and other vendors and parking landlords — communicating customer needs, maintenance requirements, and route updates.
Serve as a key administrator of the Archibus Web Central Parking Module, supporting system changes, updates, and ongoing maintenance.
Lead administrative support for the FNBOGO Parking Transportation Program, including drafting and editing communications, marketing materials, and procedures, and coordinating with internal and external partners on building changes, badge requirements, and system access.
Maintain parking communications through multiple channels including the Buildings SharePoint page, HR Solution Center, and direct email distribution.
Function as a key contributor on high-impact division projects, providing organized, detail-oriented administrative support from initiation through completion.
Coordinate complex scheduling for senior internal stakeholders and external vendors and contractors.
Manage project logistics including food coordination, meeting setup, and technology operations.
Build and maintain Microsoft Teams channels and digital project organization structures to ensure efficient collaboration and information access.
Create and refine project deliverables including spreadsheets, graphs, schedules, floor plans, and presentations.
Capture and maintain comprehensive project documentation including meeting minutes, detailed notes, photos, videos, and stakeholder interviews.
Provide reliable backup support for the Facilities Service Desk, ensuring continuity of operations during absences or peak demand periods.
Process facility work requests accurately and efficiently, managing scheduling, distribution, and completion tracking to ensure seamless service delivery.
Provide backup support with third-party vendors to manage utility account setups for new locations and closures.
Ensure timely processing of all utility invoices and prevent service interruptions.
Analyze utility data to identify cost-saving opportunities and efficiency improvements.
Monitor and minimize late fees and service penalties.