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Operations Coordinator

2 months ago

New York, New York, United States SUMITOMO MITSUI TRUST BANK, LIMITED Full time
Job Description

About the Bank

Sumitomo Mitsui Trust Bank, Limited is a leading financial institution in Asia, with a strong presence in the global market. As one of the largest asset managers in Asia, we provide a wide range of financial solutions and manage a diverse portfolio of financial products across our global branches.

Department Overview

The Americas Division is responsible for performing corporate functions and supervising U.S. entities. The division is comprised of the Global Banking Unit and the Global Markets Unit, which perform business functions.

Job Summary

We are seeking an experienced Facilities Operations Manager to join our team. The successful candidate will be responsible for assisting the Facilities Manager in the completion of various projects, overseeing facility service and operation, and managing office facilities.

Key Responsibilities

  1. Assist the Facilities Manager in the completion of various projects, including maintenance, repairs, and renovations.
  2. Oversee facility service and operation, including the management of vendors and contractors.
  3. Manage office facilities, including furniture, equipment, and supplies.
  4. Plan, schedule, and coordinate general maintenance, major repairs, and remodeling or construction projects for properties, equipment, and furniture as needed.
  5. Input office supply orders, verify order accuracy, and distribute office supplies, furniture, and equipment as needed.
  6. Manage office supply inventory to ensure efficiency.
  7. Complete the daily office inspection routine.
  8. Execute space planning and internal moves.
  9. Liaise with building management as needed.
  10. Monitor tasks relating to elevator, fire drills, and other items as needed and/or in compliance with local law.
  11. Manage and monitor vendors and costs for purchasing materials and vendor services related to facilities.
  12. Supervise and review vendor services quality and maintain service contracts.
  13. Complete inventory of Bank fixed assets.
  14. Perform GA-related duties and responsibilities as assigned by management.
  15. Liaise with Head Office on facilities-related tasks.
  16. Handle mailroom daily responsibilities, including receiving and distributing mail, operating postage machines, and reconciling postage usage.
  17. Perform other duties and responsibilities as assigned by management.

Security System Management

  1. Operate the USIS Security System and request ID cards from building management.
  2. Produce, monitor, and file activity reports.
  3. Manage and reconcile monthly logbook for dealing room access and general access to office based on Access Level Charts.
  4. Manage access cards, important keys, cabinet keys, and desk keys.
  5. Monitor access cards inventory.
  6. Issue and delete access cards.
  7. Reconcile the USIS Security System with employee list, authorization log, and status report.
  8. Handle long-term visitor access.
  9. Troubleshoot any security-related irregularities with SMTB staff, security manager, and the security company.
  10. Prepare incident reports as needed for security alarms.
  11. Be on call 24 hours a day for system irregularities.
  12. Manage and coordinate the SMTB Fire Evacuation Team with SMTB Manager and Building.
  13. Monitor security cameras and keep video images for the required period of time.

Vendor Management for Security

  1. Verify repair and maintenance by vendors.

Qualifications

  1. Experience in building management or security certificate preferred.
  2. Bilingual Japanese required.
  3. Minimum of five (5) years recent experience in facility management or related experience.
  4. Experience with facilities maintenance, specifically plumbing and HVAC.
  5. Knowledge of system furniture, AV system, and basic electricity.
  6. Knowledge of General Affairs is preferred.
  7. Excellent organizational, problem-solving, and multi-tasking skills.
  8. Excellent time management and organizational skills.
  9. Bilingual oral and written skills on a business level in both English and Japanese is preferred.