Project Coordinator

WESTAMERICA BANK•Fairfield, CA

15d•$22 - $25•Onsite

About The Position

Under general managerial supervision, this role provides specialized administrative and analytical support to all staff in Real Property Management. The Project Coordinator acts as the primary contact for Real Property Management, handling both internal and external inquiries.

Requirements

Progressively more responsible administrative support experience in a real property/facilities environment.
Broad working knowledge of assigned activities.
General office machines skills.
Personal computer proficiency.
Excellent communication skills, verbal and written.
Mathematical skills for budget and analysis of various invoices and bills.
Analytical abilities for tasks including competitive analysis and contract reviews.
Ability to handle multiple tasks simultaneously and prioritize urgent versus routine requests.
Ability to meet deadlines and work under pressure.

Responsibilities

Responsible for scheduling repairs and maintenance at all facilities, including completing repair requests, maintaining a follow-up log, assessing problem severity, and resolving issues.
Schedule work with vendors and follow up with branches/departments and vendors to ensure problems are resolved.
Manage branch/building key systems, working in conjunction with the Branch Review Department to ensure accuracy of the Key Log, and physically certifying the DOM key system annually.
Audit invoices and payment requests prior to submission for payment, verifying invoices against corresponding repair requests to determine payment validity.
Create, monitor, and maintain contracts for all vendors, ensuring vendors have current certificates of insurance on file, and annually certifying with the State of California that vendors are bonded.
Collect, post, and monitor all sublease income, create and maintain Financial Management System (FMS) tables for internal use (e.g., buildings with multiple tenants, operations and systems cost allocation), and prepare related general ledger entries for month-end processing.
Monitor, analyze, and process all PG&E statements on a monthly basis.
Complete monthly allocation of all building expenses.
Complete the Unclaimed Property filing with the State of California annually, including Westamerica Bancorporation and all acquired organizations.
Coordinate with Property Services Rep on assigned projects, including preparing bid packages (contacting bidders, organizing lists, typing bid documents and specifications), reading contracts/agreements for accuracy, following up on outstanding bids, maintaining bid status reports, and scheduling approved projects.
Provide secretarial support to department members, including opening and distributing mail, monitoring phone mail for absent members, and filing all paperwork.
Perform other job duties as assigned.