Facility Services Clerk

GECU Federal Credit Union•El Paso, TX

About The Position

The Facility Services Clerk provides administrative support to the Facility Services and Operations department, with emphasis on reviewing and validating invoices, payment requests for high-dollar service agreements, and oversight of more than 100 vendors, service providers, general contractors, and landlords. The position supports facilities operations, vendor and purchasing processes, records management, reporting, and coordination of service requests. The role also provides administrative and clerical support to Branch Operations Executive Leadership. Its primary responsibility is providing quality service by treating members and coworkers with respect and courtesy, in person and by telephone. The employee must understand and follow GECU policies, procedures, and applicable regulations, including BSA, AML, CFT, MIP, and OFAC requirements.

Requirements

Excellent organizational skills.
Excellent planning and time-management skills.
Ability to manage multiple assignments.
Good clerical skills and proficiency with personal computers and software applications, including MS Word, Excel, and PowerPoint.
Good written and oral communication skills.
Flexibility and adaptability to change.
Effective people skills.
High levels of quality and accuracy.
Even temperament and ability to work well under pressure and with frequent interruptions.
Ability to sit for most of the day and occasionally lift 10 pounds, bend, squat, climb, twist, and reach above and below shoulder level.
Availability Monday through Friday, 8:00 a.m. to 5:00 p.m.

Nice To Haves

Command of the English and Spanish languages.
One to two years of similar or related experience.

Responsibilities

Administer and assist in managing and maintaining the Computerized Maintenance Management System (CMMS).
Generate, track, and close completed work orders in the CMMS and generate performance reports.
Administer the department's SPV program, including annual evaluations, file updates, and record maintenance.
Update Certificates of Insurance and W-9 forms for vendors.
Submit documents to add new vendors and remove underperforming vendors.
Receive, review, and file monthly Safety Inspection Reports from branches and departments; generate action items and work requests for safety-related findings.
Generate reports and charts on monthly expenditures, department productivity and efficiency, and customer service surveys.
Gather information and submit Procurement requests for maintenance services, contracted work, projects, office supplies, and maintenance supplies.
Sort, organize, and process invoices; verify them against purchase orders, obtain payment approval, and submit them to Accounting.
Track expenditures made by AMEX card and checks and submit them to Accounting for review and payment.
Take calls on the emergency line during regular business hours and coordinate responses with the facilities team.
Maintain departmental records and documents, including files, schematics, budgets, construction documents, architectural drawings, blueprints, project documents, and contracts.
Make vendor appointments, schedule meetings, and take meeting minutes.
Prepare and edit correspondence with vendors and suppliers.
Escort vendors, run errands, and maintain inventory supplies.
Provide administrative and clerical support to Branch Operations Executive Leadership.
Complete and assist with travel requests and expense reports.
Understand and comply with GECU policies, procedures, and applicable regulations, including BSA, AML, CFT, MIP, and OFAC requirements.
Perform other duties as assigned or required for the general operation of the credit union.
Provide quality service by treating members and coworkers with respect and courtesy, in person and by telephone.