The Facilities Coordinator (FC) position is responsible for coordinating the work of the maintenance, occupancy, improvements, and all aspects of Corporate Properties in order to maximize the effective use and value of the property of the bank and satisfaction of the occupants. The FC is co-located with and works with the Executive/Senior/Regional Real Estate Manager to schedule all activities and process appropriate documentation in support of the particular assigned property locations. The Corporate Properties department is a fast-paced environment. The FC role requires efficient time management as well as project planning and tracking, in order to meet project deadlines while also coordinating the vendor response to repair and maintain assigned property locations.
Duties and Responsibilities
The Facilities Coordinator (FC) will process, code and copy all invoices for payment and coordinate with Accounting for payment. The FC ensures that all invoices are recorded into Archibus, the property management database.
The FC manages and keeps current the property's filing system (Leases, Invoices, checks, COI, etc.) ensuring that all documentation is filed appropriately and all documents are accounted for per audit requirements.
The FC works under the direction of the Real Estate Manager to coordinate the occupant relations, satisfaction, and delivery of facility services to the assigned locations. The FC communicates with occupants on a daily basis to maintain good rapport and to resolve complaints and facilities issues within scope of information and authority guidelines.
Where the bank owns or leases property and subsequently leases or sub-leases space to a tenant or subtenant, the FC may ensure that all rents and other payments are collected in a timely manner. The FC may advise the Lease Administrator when collection efforts or legal action may be required in order to collect fees due to the bank. The FC may coordinate with the department Operations Manager to provide the accounting department with required records of rent receipts by established deadlines.
The FC coordinates and assists the Real Estate Manager with the preparation of the income and operating expense budgets for all assigned locations within the region. The FC tracks operating expenses throughout the year to assist with budget comparison and forecasting.
The FC assists with preparation of yearly Capital Budgets for improvement projects. During the course of Capital Budget project execution, the FC tracks all project expenditures for budget adherence. The FC maintains files on all Capital Budget expenditure projects to meet all audit requirements.
The FC receives work orders through Archibus system which are entered by location end users. The FC assigns work orders to the proper bank vendor for completion of the repairs and work to bank standards.
The FC monitors the Archibus system for open work orders to ensure timely completion and subsequent closing of work orders. The FC coordinates the works with vendors, under the direction of the Real Estate Manager on all facility related issues to ensure customer satisfaction on the work being requested.
The FC tracks all key disbursements and manages keys distributed to vendors to ensure the security processes of the bank locations and the return of keys in a timely manner.
The bank is seeking one Facilities Coordinator. The FC will be co-located with the Senior/Regional Real Estate Manager located in the Winston-Salem, NC area.
RequirementsEducation and Experience
Well informed in rent rolls, operating/capital budgets, and variance reports
Strong analytical, verbal, written, and presentation skills
Advanced level user of MS Excel, Word, Project, Outlook, and Access
Medium level user of Archibus or similar facilities management application
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, gender stereo typing, and age. First Tennessee is an EO employer M/F/Vets/Disabled.
Please view Equal Employment Opportunity Posters provided by OFCCP her
First Horizon National Corp.