Facilities Coordinator (Raleigh, NC)

First Citizens Bank•Raleigh, NC

20h•Hybrid

About The Position

The Facilities Coordinator provides administrative and technical support to Corporate Real Estate (CRE) functions. Maintains files and records related to leases, properties, construction, and building maintenance. Reviews, approves, and processes invoices, assisting with confirmation of payment and related issue resolution. Works closely with both internal and external parties in the completion of daily activities and provides reports for management to assist in the strategic evaluation of CRE functions.

Requirements

Bachelor's Degree and 1 years of experience in Corporate Real Estate, Facility/Building maintenance OR High School Diploma or GED and 2 years of experience in Corporate Real Estate, Facility/Building maintenance

Nice To Haves

Facility Management Professional (FMP) certification
Intermediate to advanced Excel skills to include pivot tables and v-lookups
Intermediate Microsoft Office 365
Administrative support experience including calendar management
Strong communication and organization skills
Proficient in work order management and invoice processing

Responsibilities

Assists with a variety of tasks to facilitate CRE operations.
Enters project, work order, and portfolio data into the department tracking system.
Creates reports and conveys to the appropriate parties.
Responds to objections, disagreements, and conflicts related to real estate properties.
Resolves requests for information or documentation in a prompt and efficient manner.
Provides administrative-level support, including coordinating meetings and maintaining departmental calendars, preparing and submitting expense reports, assisting with AE reporting, and supporting internal and external audit requests.
Performs basic data analysis and tracking to support CRE reporting and decision-making.
Assists with branch disposition activities.
Supports preventive maintenance (PM) setup and scheduling coordination with Assets and related teams.
Receives, issues, and processes financial statements such as commitments, change orders, and invoices.
Monitors approval status and payment of invoices and follows up as necessary.
Coordinates with AP and Fixed Assets, perform GL reversals, and assists with quarterly unrecorded liability reporting.
Maintains project, work order, and lease files on an ongoing basis.
Ensures CRE records are accurate and up-to-date.
Supports document preparation for leadership meetings, reporting cycles, and other department deliverables as assigned.
Runs and compiles MCIM and Service Channel reports to support PM tracking and vendor performance metrics.
Assists with QBRs, gathering vendor KPI data and preparing presentation materials.
Cultivates and maintains strong professional communications with executives, associates, and vendors to solve issues that arise during the course of CRE activities.
Resolves property issues by working directly with landlords and vendors.
Creates and records written communication between parties for documentation purposes.
Coordinates meeting logistics, agendas, and follow-up actions to ensure alignment across the CRE leadership team.