Facilities Operations Associate

Tompkins Community Bank•Spring Township, PA

About The Position

Responsible for handling telephone calls and emails for Facilities, including equipment maintenance calls. Responsible for the review of contracts, management of schedules for equipment deliveries, and building/managing relationships with vendor sales representatives. Maintain files and logs of Company contracts. Assist in the maintenance of physical systems (alarms, vaults, drive-up systems, and cameras). Managing and processing orders for customized items. Maintenance of warehouse and vendor catalogs. Maintain/update the Purchasing Intranet page. Working closely with Accounting/Finance for maintenance; account codes, groups, distribution codes, monitor orders, and receipt of items, work with Accounts Payable to coordinate PO’s and out-standing orders, adding, remove and modify vendor information to match Accounts Payable records. Monitor work order requests system and update as required.

Requirements

High School Diploma or GED.
1 to 2 yrs general office experience required.
Strong skills in organizational, writing, and oral communication.
Proficient in the use of Microsoft Excel, Word, PowerPoint, and also familiar with basic windows and web-based application use and configuration.
Ability to review contracts, manage schedules for equipment delivery, and manage relationships with vendor sales representatives.
Good planning and time management skills, also be very self-motivated.
Physical Requirements: Requires the ability to lift 0 - 50 lbs. on a frequent basis. Movement that may be required for a prolonged period of time, includes, but is not limited to: sitting, standing, bending, leaning, pushing, reaching and keying/data entry/typing as is common and typical in a branch/office environment.

Nice To Haves

Facilities/procurement experience preferred, but not required.
Basic analytical skills and a basic understanding of accounting and procurement business tasks and activities preferred.

Responsibilities

Handle general phone calls and emails for Facilities including equipment maintenance calls (point of first contact).
Report on purchasing trends, data analysis, and savings.
Vendor relationship.
Contract/Lease management – maintain agreements file and log.
Help to maintain physical security systems (alarms, vaults, drive-up systems, cameras).
Identify opportunities for cost savings and efficiency through bulk purchasing and centralization.
Manage and Process orders for customized items, facilities, and service.
Run system reports to monitor ordering and receipt of items.
Work with Accounts Payable to coordinate PO’s and out-standing orders (user communication).
Add, Remove, and Modify vendor information to match Accounts Payable records.
Contract management, and user guidance for contract payment.
Light non-technical facilities work.
Courier runs as needed.