Operations Facilities Coordinator (Hybrid)

First Citizens Bank • Raleigh, NC

77d • Hybrid

About The Position

This is a hybrid role with the expectation that time working will regularly take place inside and outside of a company office. This role is Hybrid 3 days Onsite / 2 days Remote. The person hired for this position will work on a rotating schedule of 8am - 5pm EST and 11am - 8pm EST and will be expected to work alternately between the two shifts. Specific shift hours will be assigned a month in advance. The first 90 days will be fully onsite. We are seeking a motivated Operations Facilities Coordinator with a background in Facility Management within Commercial Real Estate. While experience in financial institutions is a bonus, it is not a requirement. The ideal candidate will possess strong analytical skills, particularly in Microsoft Excel, to assist our facility maintenance team with reporting and operational efficiency. 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 0 years of experience in Corporate Real Estate or Facilities
• OR High School Diploma or GED and 4 years of experience in Corporate Real Estate or Facilities

Nice To Haves

• Intermediate to advanced Excel (v-lookups, pivot tables, data validation)
• Experience in a coordination support role in Facility Management
• Experience working at a third-party property management company
• Dispatch experience for maintenance requests
• Experience working in work order systems
• Ability to collaborate with internal and external partners
• Calendar management experience

Responsibilities

• Business Support - Assists with a variety of tasks to facilitate CRE operations. Supports the facility maintenance team in data analysis using advanced Microsoft Excel functions, including pivot tables and v-look ups. Enters project, work order, and portfolio data into the department tracking system. Creates various 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. Assist in the technical aspects of facility maintenance, helping to resolve issues and streamline processes. May assist with department mail sorting and delivery.
• Vendor Management - Oversees vendor management activities including vendor procurement, compliance, and performance evaluation. 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.
• Documentation - Maintains project, work order, and lease files on an ongoing basis. Ensures CRE records are accurate and up-to-date.
• Communication - Cultivates and maintains strong professional communications with executives, associates, and vendors to solve issues that arise during the course of CRE activities. Ensure proper dispatch of work orders and track their progress using a CMMS system. Collaborates with internal teams and external vendors to maintain facility standards and ensure compliance with agreements. Resolves property issues by working directly with landlords and vendors. Creates and records written communication between parties for documentation purposes.

Benefits

• Benefits are an integral part of total rewards and First Citizens Bank is committed to providing a competitive, thoughtfully designed and quality benefits program to meet the needs of our associates. More information can be found at https://jobs.firstcitizens.com/benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees