Facilities & Procurement Specialist

At Vantage Bank, we're driven by a deep commitment to supporting our customers, valuing our employees, embracing diversity, fostering meaningful connections, and providing outstanding service every step of the way.

JOB SUMMARY

The Facilities & Procurement Specialist assists with day-to-day operations of the facilities department. They combine administrative and analytical project coordination with hands-on facilities responsibilities. The Facilities & Procurement Specialist utilizes data analysis tools, service ticketing system, and AI-enabled technologies to improve efficiency, maintain accurate records and support the facility operations throughout the organization. They manage outside contractors in support of the department, maintain records and contractors, coordinate project activities and provide scheduling support as needed.

ESSENTIAL DUTIES

The duties listed below may not include all responsibilities that the person in this role may be asked to perform. Incumbent may be required to perform other related duties as assigned.

• Assists the Facilities and Procurement Director in all aspects of project implementation as needed and provides support with external contacts as needed.

• Represents the Facilities Department in interdepartmental meetings and serves as a liaison between employees, vendors, suppliers, and contractors to support communication and project coordination.

• Provides hands-on support for facility service requests and emergency situations, responding promptly to urgent maintenance, safety, and operational issues while coordinating repairs and corrective actions as needed.

• Coordinates Facilities Department activities, work assignments, and service requests ensuring timely resolution of maintenance, safety, and operational issues.

• Maintains departmental policies, procedures, records, correspondence, filing systems, and administrative documentation.

• Assists facilities staff in sourcing and obtaining parts, supplies, materials, and equipment.

• Supports procurement activities, including obtaining quotes, preparing bid comparisons, conducting cost analyses, processing purchase requests, maintaining purchasing records, and monitoring project expenditure.

• Serves as a liaison between employees and suppliers to coordinate deliveries, resolve shortages, address order discrepancies, and manage order changes or cancellations.

• Prepares and maintains bid information and other contract documents.

• Assists with coordination of bank events.

• Leverages AI tools and emerging technologies to increase efficiency and support reporting.

• Provides administrative, analytical, and project coordination support to the Facilities Department, including preparing reports, presentations, project schedules, dashboards, and operational metrics.

• Utilizes service ticket software to monitor, assign, track, and report on maintenance requests while ensuring timely completion and customer communication.

• Develops and maintains tracking systems, spreadsheets, and databases to monitor leases, contracts, warranties, preventive maintenance schedules, projects, and departmental activities.

• Prepares monthly, quarterly, and ad hoc reports, presentations, project updates, and analyses for management review.

• Maintains records for all Bank-owned and leased property agreements, including lease summaries, rent rolls, and lease contracts.

• Maintains accurate records of all facilities-related contracts, service agreements, warranties, permits, equipment inventories, and vendor compliance documentation.

• Collaborates closely with vendors regarding the construction, expansion, renovation, or closure of Bank facilities.

• Conducts routine inspections and site visits to identify maintenance needs, safety concerns, operational deficiencies, and opportunities for facility improvements.

• Assists with branch openings, renovations, office relocations, furniture installations, signage projects, and other special facilities initiatives

• Coordinates facility emergency response activities and assist with vendor dispatch during urgent situations.

• Prepares and reviews proposals, estimates, and project documentation, including performing cost analyses as needed.

• Supports the efficient operation of Bank facilities by coordinating and overseeing maintenance activities related to building systems, grounds, appearance, and infrastructure across all Bank-owned and occupied properties.

• Participates in special projects, reviews project plans and specifications, and inspects completed work for compliance with design requirements, building codes, and regulatory standards.

• Creates and maintains forms, reports, dashboards, data analysis tools, and project tracking documents that support operational efficiency and strategic decision-making within the Facilities Department.

• Other duties as assigned.

QUALIFICATIONS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner. Individual abilities and organizational limitations may result in some deviation from these guidelines.

• Bachelor’s degree preferred; Associate’s degree in Business Administration, Facilities Management, Construction Management, Real Estate, or a related field required.

• 2 years of prior banking experience in facilities administration, project coordination, procurement, office administration, and/or project management preferred.

• Prior experience with service ticket systems, project tracking software, SharePoint, maintenance management systems, or similar platforms preferred.

• Intermediate knowledge of Bank operations, products and services; related state and federal laws and regulations, and other Bank operational policies and procedures.

• Demonstrated ability to deliver exceptional customer service while fostering collaborative and professional relationships with employees, vendors, contractors, landlords, and management.

• Strong computer skills including proficiency with Microsoft Office suite of products (specifically Word, Excel and PowerPoint) including pivot tables, data analysts, budgeting, forecasting, and tracking.

• Excellent verbal, written, presentation and interpersonal communication skills.

• Ability to work independently with minimal supervision while performing assigned duties.

• Excellent analytical, time management, organizational and problem-solving skills with the ability to multi-task and work in a deadline-driven environment.

• Must be self-motivated with strong initiative, high level of accountability, and attention to detail.

• Ability to always maintain a high degree of ethical standards and complete confidentiality.