To provide administrative support and to assist in the day-to-day operations of the Properties Division – (a) perform administrative duties, including but not limited to file maintenance, invoice verification and processing, coordinate routine Maintenance & Repair for departments and branches, assist staff and document key and access card issuance; (b) support other division staff, as necessary; (c) coordinate movement of employees/departments; and (d) coordinate capital projects within designated facilities and other duties as required. Multiple levels available based on qualifications.

Performs all duties and interacts with internal and external customers in a manner that is expressly aligned with the Company's Core Values of approaching all actions with a “Voyaging Spirit” and being “Positively Ohana”. Exhibits core competencies that result in consistent delivery of positive Customer Interactions, Empowerment and Ownership and demonstrates key professional and performance skills such as Active Listening, effective Oral and Written Communication, Action and Solution Oriented and Thoroughness.

Primary Accountabilities:

Provide clerical and administrative support:

• Assist in processing all incoming Properties Division mail and correspondence. Responsible for Division clerical file maintenance.
• Assist in maintaining and recording both AP and AR spreadsheets related to payment of rent to Bank’s landlords and routine service vendors (i.e., rent, CAM reconciliations, janitorial, air conditioning, landscape, electrical, plumbing, etc.) 
• Assist in verifying and processing for payment by Controllers Division all invoices relating to department/branch activities on a timely basis, including identification of contract vendor and number designation, route to the appropriate Senior Facilities Manager, or other appropriate person, for review and verification that invoice is approved for payment as work was completed and the amount is accurate.
• Assists Division Manager with maintenance of real estate lease files and documentation. Includes responsibility to support and backup the Senior Specialist in maintaining Lease Summary, Lease Abstracts, verify lease terms on landlord requested estoppel certificates, and prepare correspondence to landlords relating to lease renewals/extensions.

Coordinate routine maintenance, repair and other activities as required for various bank-owned properties:

• Assist Facilities Manager with administrative and clerical assignments, as required. Coordinate with internal customers and external vendors as work is being scheduled and completed.
• Document tasks utilizing management tools such as eProperties, as tasks are completed.

Assist with and perform Properties Service Desk duties when the Primary Specialist is not available:

• Issues keys & access cards upon receipt of authorized control forms.
• Answer phones, emails, and eProp requests when required.
• Coordinates notices to bank departments in CPP from Building Management.
• Coordinates training calendar and parking requirements for CPP. 

Minimum Qualifications:

Education:

• High School Diploma required.

Experience:

• Specialist I:
  • 1 years of administrative/clerical experience required. 
• Specialist II:
  • 2 years of administrative/clerical experience required. 
• Specialist III:
  • 3 years of administrative/clerical experience required. 
• Senior Specialist:
  • 4 years of administrative/clerical experience required. 

Physical Requirements & Working Conditions:

• Must be able to perform light physical work and to move or lift items including but not limited to boxes, files and papers up to 20 pounds unless otherwise as indicated.
• Must be able to operate and proficiently use standard office equipment, including phone, copier, personal computer and/or other work related mechanical or electronic devices and applications.
• Must be able to clearly communicate verbally and in writing with all internal and external customers. Must also be able to hear sufficiently to engage in daily discussions and interactions.
• Must be able to read and understand bank-related documents.
• Must be able to work in a conventional office setting, involving sitting at a desk or workstation for long periods of time. Must also be able to adapt to different work environments as needed to perform the job.

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.