Facilities Administrative Assistant

Under the direction of the Vice President of Branch Operations, the Facilities Administrative Assistant provides support for United Heritage Credit Union (UHCU) Facilities' operations. You will be responsible for managing entry of vendors and guests into United Heritage Plaza (UHP), in addition to managing aspects of building operations. You will also manage the internal Facilities Work Order system and perform a variety of tasks, including providing administrative support and direction for the Facilities team by reviewing and prioritizing incoming orders, coordinating schedules, and ensuring monthly and quarterly maintenance checklists are completed. You will serve as the entry point for Facilities related issues by receiving incoming phone calls, emails, faxes, mail, and work requests as well as performing administrative support duties for UHP.

On the Facilities team, you can expect competitive pay, ongoing training, and career growth opportunities. Our team is located at United Heritage Plaza, which offers amenities such as a fitness center and café with a micro market. This is a great opportunity for an early career professional who is looking to expand their knowledge about company operations and gain experience within the many facets of Facilities.

In this role at UHCU, you will:

• Perform a variety of administrative tasks for the United Heritage Plaza building and team members, including but not limited to:
  • Serve as primary support for reception area at United Heritage Plaza. Provide prompt and friendly customer service to all onsite visitors, ensuring they are properly checked in at the front desk, validating their ID and issuing a visitor badge before directing them to the appropriate location. Respond to UHCU staff and UHP tenant requests for building access and required employee badge issuance.
  • Assist with coordination and scheduling of building and equipment maintenance activities and help maintain maintenance scheduled for all building and equipment.
  • Perform administrative support duties for UHP to include receiving telephone calls and visitors, accepting and routing deliveries to UHP, answering questions, handling mail (standard and e-mail), preparing correspondence, coordinating schedules, and monitoring follow-up tasks and activities. This may include use of confidential information and use of discretion and judgement.
  • Maintain UHP building by ensuring meeting rooms, break rooms and cafeteria spaces are neat, and facility needs are accommodated. This may include ordering and unpacking/unloading office supplies and kitchen supplies as well as coordinating in-office events, meetings, and conferences at UHP as requested. Communicating with Facilities department and building contacts when assistance is needed.
  • Assist in communication with UHP day porter, UHP building cleaning and maintenance services, and UHCU branch cleaning and landscape companies.
• Provide administrative support and serve as the liaison for the Facilities Department, including but not limited to:
  • Serve as the entry point for Facilities related issues by receiving incoming phone calls, emails, faxes, mail, and work requests. Distribute and/or direct to appropriate individual(s).
  • Perform Facilities Work Order management system administrative duties to include opening Work Orders, distributing Work Orders, assisting with scheduling, and ensuring Work Orders are properly closed out. Oversee work order delegation through Facilities calendar.
  • Assist with tracking and reporting property tax protests for all real property owned by UHCU, including the maintenance of a database with all tax values for each property as needed.
  • Oversee routine maintenance and repair of Facilities' fleet of vehicles, including monitoring and providing upkeep for automotive GPS trackers, scheduling repairs and other preventative maintenance tasks in a timely manner, and ensuring vehicles are operating efficiently and safely.
  • Process monthly credit card statements for each member of the Facilities team, ensuring all transactions were correctly recorded and discrepancies promptly addressed.
• Assist with ordering and maintaining supplies for UHCU operations and coordinate distribution to departments/branches. Control and maintain an adequate inventory of select supplies.
• Maintain the Preferred Vendor Listing by collecting and entering required contracts and support documentation. Proactively review vendor information and inquire into cost-effective solutions.
• Assist in the management of Facilities' budget by analyzing data, identifying cost inefficiencies, conducting research, and presenting research and solutions in a clear and concise manner.
• Analyze existing processes to identify areas of improvement. Develop and propose recommendations for new or improved processes.
• Partner with the Facilities Development Manager to encourage team members to adopt a proactive approach by setting clear goals, providing support and implementing action plans to increase work productivity and efficiency.
• Assist with coordinating job activities for outside vendors, and keep appropriate staff apprised of Facilities related activities.

Minimum Qualifications

• High school diploma or GED required.
• Minimum 2 years of experience working in a professional environment as a receptionist, administrative assistant, office coordinator, or similar role.
• Excellent written and verbal communication skills.
• Strong commitment to excellence with exceptional attention to detail and organizational skills, including the ability to take initiative and proactively address areas of improvement. Demonstrated ability handling a high-volume workload, working in a fast-paced environment.
• Demonstrated experience and ability to work with a wide variety of internal and external clients providing effective interpersonal communication and team skills.
• Proficient in Microsoft Office Suite with intermediate technical and computer skills; ability to navigate quickly within various computer programs.

Preferred Qualifications

• Associates' or Bachelor's degree.
• 3+ years of experience working in an administrative support role.
• Experience in a support role for facility operations.
• Experience in monitoring and dispatching work orders.
• Knowledge and experience working with building management systems.
• Progressively responsible administrative responsibilities, specific to property management or facilities management field, is highly desirable.

About United Heritage Credit Union:

The Credit Union was established in 1957 as an Austin-based credit union, and over 65 years later we continue to serve communities in Central Texas, Austin and Tyler communities, as well as those that live in the rest of Texas through TXCC membership. Through innovative technology, exemplary service standards and competitive products, United Heritage continues to be a strong force in the credit union industry. UHCU has over $1.5 billion in assets, more than 77,000 members, 10 branch locations, and approximately 260 employees. We are a full-service financial institution whose vision is "To be your primary financial institution." Being part of our credit union means being part of our community.

UHCU Offers:

• Competitive Benefits Package
• 401(k) options (Pre-Tax and/or Roth)
• Generous paid time off (PTO)
• Education Reimbursement Program
• Opportunity to Advance

Important Note: We take hiring very seriously. Interviewing at UHCU may include phone interviews, as well as 1st & 2nd round interviews. We are unable to follow-up with each and every applicant, but we do our best to run a thorough process for candidates whom we identify as a potential fit. We will be sure to contact you if that is the case