Corporate Facilities Specialist

At VyStar, we offer competitive pay, an excellent benefit package that includes a 401(k) Plan, an extensive paid technical and on-the-job training program, and tuition reimbursement--available to all full and part time employees.  Part time positions start at a minimum of 30 hours per week.

We encourage you to become a part of VyStar Credit Union's family of employees.

Corporate Facilities Specialist

ACCOUNTABILITY STATEMENT

The incumbent is responsible for supporting the department with facilities administration over various products, services and/or equipment for all VyStar corporate locations. The focus area includes facilities maintenance, facilities operations, construction, and building services. The incumbent will assist with oversight and communication from vendors and contractors in support of the department which includes maintaining records and contracts, coordinating projects, and providing scheduling support. The incumbent is responsible for receiving, dispatching, and following up on maintenance work orders, collaborating closely with business partners and vendors, soliciting quotes for services, invoice verification, and updating work order statuses. The incumbent assists with all administration efforts related to facilities maintenance, including customer service activities, acting as a point of contact for service issues; administers various programs, analyzes data, monitors operating budgets and costs, creates efficiencies, maintains all departmental records, and provides oversight of inventories for various departmental supplies. This position regularly communicates and interacts with all internal back-office support departments. The incumbent is required to possess strong interpersonal skills and the ability to interact with all levels of employees and management with high standards of professionalism.

ESSENTIAL RESPONSIBILITIES

• Completes new vendor onboarding and reviews vendor supporting documentation for accuracy and completeness including tax certifications, W9 forms, ACH Authorizations, general service agreements, service level agreements, contract addendums, certificate of insurance and other record keeping as needed.
• Works closely with the facilities and purchasing teams to place orders for various facilities-related supplies and equipment, resolving any issues with discrepancies in quality or quantity.
• Supports facility onboarding and offboarding by gathering pricing, drafting, and completing contract addendums, updating spreadsheets or databases, as well as other related documentation.
• Performs updates for pertinent vendor documentation to be adequately maintained which includes contacting vendors to request necessary information such as business licenses, communicate tax exemption status, obtain W9 documentation, and insurance information.
• Interfaces with all departments and resolves problems and issues as necessary.
• Acts as a liaison between facilities-related vendors and various departments as needed to contact service vendors and ensure all required VyStar staff is kept informed of upcoming work, including impact on operations and access requirements.
• Participates in vendor meetings, documenting updates on routine services, special projects, and other open items.
• Makes decisions and prioritizes responses in emergency situations depending on the nature of the event while placing emergency service calls as needed.
• Fulfills needs for scheduling and services as point of contact for facilities-related service calls and preventative maintenance for all departmental-managed services and equipment.
• Reviews and reconciles facilities-related invoices within the Workday platform.
• Handles issues that arise concerning outstanding invoices, including working with outside suppliers and internal managers to research and resolve discrepancies or errors on invoices.
• Manages the documentation associated with the fixed assets program regarding acquisition, transfer, or disposal of fixed assets, including equipment, and furniture.
• Maintains source documents, bid responses, and other pertinent files.
• Assists with special projects as needed with direction from the Corporate Facilities Manager, AVP of Corporate Facilities and the SVP of Corporate Real Estate & Security.
• Assists with implementation of back-office process improvements with direction from the Corporate Facilities Manager and AVP of Corporate Facilities.
• Logs all facilities-related incident reports, gathering and archiving related documentation, and providing it to the corporate insurance team to ensure prompt reporting and resolution.
• Completes weekly property inspections and coordinates necessary service needs with associated service vendors.
• Inputs and updates all space planning data into CloudGate and serves as the lead subject expert of the program.
• Support Parking Management with assignments, questions, and data entry within the Lenel Security System.
• Manage the gym equipment maintenance, track fitness center waivers, and maintain vendor relationship.
• Monitor and respond to four Corporate Real Estate e-mail inboxes.
• Assist on obtaining budgetary numbers and assist with the yearly budget process.
• Must work well under pressure in a demanding environment.
• Ability to research and navigate internal and external resources to obtain required information for job completion including workorders, invoices, GL information, and the ability to successfully manage any vendor follow-up if required.
• Assist with campus event coordination as needed.
• Monitor, respond, and update requests in Service Channel.
• All employees and business units, as first line of defense, are expected to proactively help identify, assess, manage, and report risks within their domain of work. To enhance a healthy risk culture and support our growth for good pillar, employees will maintain vigilance in safeguarding our operations while ensuring compliance with regulatory mandates. The Risk team serves as the second line of defense by providing risk oversight and credible challenge whereas the Audit team serves as the third line of defense by providing risk assurance.

Incumbent is expected to demonstrate each of the following VyStar Excellence behaviors in performing the duties and responsibilities of their job:

• Focus - Focus your full attention by carefully listening to and observing client or member.
• Connect - Consistently be friendly and approachable.  Demonstrate your care.
• Understand - Listen empathetically and ask questions (70%/30% rule).
• Counsel - Recommend solutions based on your member’s needs and objectives.
• Advance - Ensure that member’s expectations were exceeded.
• Verify necessary follow-up actions.

JOB QUALIFICATIONS

EDUCATION

• High School Diploma or equivalent required
• Associates degree in business or related discipline is preferred.
• BOMI or IFMA certifications a plus

EXPERIENCE

• A minimum of four years of experience in a high paced professional office environment is required. 
• Proficiency with Microsoft Office programs including Excel, Word, and Outlook. Experience with database programs is preferred. 
• A minimum of one year of practical experience in administrative file/document management is required. 
• A minimum of one year of experience in working with facilities or property management.  

KNOWLEDGE, SKILLS & ABILITIES

• A high level of interpersonal skills and social sensitivity is required.  The candidate encounters employees, tenants, and community organization on all levels of seniority.  The candidate is a resource to the organization and must be an effective listener and communicator.  The candidate must set the example in attitude, behavior, and work ethic.
• Understand all safety and compliance laws
• Detail-oriented, well-organized, and able to work both on a team and independently.
• Must be able to manage multiple tasks and appropriately set priorities. 
• Must be able to perform a variety of complex tasks in a timely and efficient manner. 
• Job requirements include a high level of problem-solving skills and exceptional verbal and written skills.
• Must have the ability to prioritize and manage interruptions while maintaining patience and the necessary level of focus to avoid mistakes. 
• Typing skills are required at a minimum speed of 45 words per minute. 

DISCLAIMERS AND WORK ENVIRONMENT

Nothing in this position description is an implied contract for employment.  The position description is intended to be an accurate account of the essential functions.  The functions are not all encompassing and are subject to change at any time by management. The work environment characteristics described are representative of those that an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As required or requested, may exert up to 20 pounds of force occasionally and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

VyStar Credit Union is not seeking outside assistance or accepting unsolicited resumes from staffing agencies or search firms for employment or contractor opportunities. Any resumes submitted by an outside vendor to any employee at VyStar via e-mail, internet, or directly to hiring managers without a valid written search agreement with the Talent Acquisition / HR department will be deemed the sole property of VyStar Credit Union.

No placement fee will be paid if a candidate is hired as a result of the referral, or through other means.

Thank you for your inquiry regarding our current job opening.  Your resume will be carefully reviewed against the position requirements. Should your experience and skills match, you will be contacted by one of our Human Resources department staff members.

Thank you again for your interest in this position!

VyStar Credit Union Human Resources