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Administrative Assistant

2 months ago

Santa Fe, New Mexico, United States Enterprise Bank and Trust Full time
Job Title:

Administrative Assistant - Facilities Management

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to provide support to our Facilities Department. The successful candidate will be responsible for providing administrative support, ensuring timely and accurate processing of invoices, coordinating departmental meetings, and providing exceptional customer service.

Key Responsibilities:
  • Provide administrative support to the Facilities Department, including scheduling appointments, arranging travel, preparing expense reports, and composing correspondence.
  • Ensure all invoices are reviewed, approved, and paid in a timely manner, adhering to Finance Department and other requirements.
  • Coordinate departmental meetings, including organization, communication, and distribution of meeting materials.
  • Provide administrative support for all legal contract activity, including tracking critical dates, maintaining version control of drafts, filing final drafts, and updating databases.
  • Timely and accurate issuance of access control badges, fobs, etc.
  • Provide exceptional customer service when handling telephone calls, vendors, associates, and clients.
  • Generate reports and coordinate information for presentations.
  • Timely and accurate handling of incoming facilities service requests and preparation of reports.
  • Timely and accurate handling of facility, equipment, fire, and security inspections, licenses, etc.
  • Order and maintain supply inventories, including office supplies, printed materials, furniture, and equipment.
  • Draft, update, and maintain departmental procedures.
  • Perform other duties as required.
Requirements:
  • Team-oriented, possess a positive attitude, and work well with others.
  • Excellent interpersonal and customer service skills.
  • Strong organizational skills and detail-oriented with high degree of accuracy.
  • Ability to adapt, prioritize, handle multiple tasks, and work independently in a constantly changing environment.
  • Strong written and oral communication skills.
  • Strong math and problem-solving skills.
  • Ability to handle sensitive information with complete confidentiality and professionalism.
  • Ability to operate standard office equipment, such as computer workstations, calculators, and copier.
  • Ability to travel to branch offices, if necessary (less than 5% travel time).
  • Ability to lift 25 lbs. or 50 lbs. with assistance.
  • Bilingual in Spanish and English helpful.
Education and/or Experience:
  • Associates degree (A.A.) or equivalent from two-year college or technical school; or two to three years related experience and/or training.
  • Prior real estate, facilities, maintenance, or property management experience, a plus.
  • Valid driver's license. Must have own vehicle and ability to travel to branch offices, if necessary.
Computer and Software Skills:
  • Microsoft Office suite.
  • Google Mail and Calendar.
  • Bankway.
  • Salesforce.
Equal Opportunity Statement:

Enterprise Bank & Trust is committed to helping individuals with disabilities participate in the workforce and ensuring equal opportunity to apply and compete for jobs. If you need an accommodation in order to apply for a position at Enterprise Bank & Trust, please contact Human Resources at [insert contact information].

Enterprise Bank & Trust is committed to managing our business and community relationships in ways that positively impact our associates, clients, and the diverse communities where we work and live. We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, or protected veteran status and will not be discriminated against on the basis of disability. All employment offers are contingent upon the applicant successfully completing both drug and background check screenings. If you would like more information about your EEO rights as an applicant under the law, please download the Equal Employment Opportunity is the Law poster HERE.