Administrative Services Coordinator

Job Description

Job Description

Northeast Bank is a Maine-based, full-service community bank and a national commercial real estate lender with offices in Boston, New York, and LA. We are looking for motivated and talented individuals who want to make an impact in a growing company that cares about its employees, customers, and the communities it serves. Northeast Bank provides competitive compensation and benefits, including generous PTO. If you are looking for a growing organization that prioritizes its employees, we encourage you to apply.

POSITION SUMMARY: Reporting directly to the Retail Operations Manager, this role provides administrative, organizational, and operational coordination support to the Community Bank Leadership team and Banking Operations. The Administrative Services Coordinator assists with day-to-day administrative needs, supports employee engagement events in partnership with Human Resources and the Employee Cares Committee, manages ordering needs for banking centers and corporate offices, and coordinates the intake and assignment of facilities-related requests. The ideal candidate is highly organized, service-oriented, detail-focused, and able to manage multiple priorities in a fast-paced banking environment.

RESPONSIBILITIES:

• Provide administrative and organizational support to the Community Bank Leadership team, including scheduling assistance, meeting coordination, document preparation, and follow-up on routine administrative items.
• Support the members of the leadership team by maintaining organized records, preparing communication materials, tracking assigned administrative items, and assisting with departmental coordination needs.
• Work with Human Resources and the Employee Cares Committee to help organize in-office and out-of-office employee events, including coordination of logistics, communications, supplies, and related follow-up.
• Coordinate ordering and supply needs for the Banking Centers, Bates Mill, and Portland offices, ensuring requests are handled timely, accurately, and in accordance with established procedures.
• Serve as the intake point for facilities tickets, review incoming requests for completeness, assign or route tickets to the appropriate internal or external resource, and monitor status through resolution.
• Coordinate facilities-related assignments for corporate office locations and parking facilities, helping ensure requests are documented, assigned appropriately, communicated clearly, and completed in a timely manner.
• Maintain organized tracking tools, files, and documentation to support ordering, facilities coordination, event planning, administrative follow-up, and other recurring Banking Operations activities.
• Utilize Microsoft Office tools, including Excel, Word, PowerPoint, Teams, and SharePoint, to create and maintain lists, trackers, communications, reports, and other administrative work products.
• Assist with meeting coordination, agenda preparation, documentation of action items, and follow-up on deliverables.
• Perform additional duties as assigned by the Retail Operations Manager.
• Successfully pass technical and regulatory examinations required by the Company.

KNOWLEDGE, SKILLS AND ABILITIES:

• Experience: 2–4 years of experience in administrative support, office coordination, operations support, facilities coordination, event coordination, or a related role, preferably in a banking, financial services, or professional office environment.
• Education: High school diploma or equivalent required; associate degree or coursework in business administration, office administration, communications, or a related field preferred.
• Strong administrative coordination skills, including the ability to organize calendars, meetings, records, supplies, requests, follow-up items, and recurring office support activities.
• Proficiency with Microsoft Office tools, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with the ability to create trackers, maintain lists, prepare communications, and organize shared documents.
• Excellent written and verbal communication skills, including the ability to prepare clear communications, coordinate logistics, document action items, and follow up with stakeholders in a professional manner.
• Strong organizational skills and attention to detail, with the ability to manage competing priorities, track open items, and ensure assignments are completed accurately and on time.
• Customer Service orientation and ability to interact effectively with employees, managers, vendors, and business partners across multiple locations.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and escalate issues appropriately.

PHYSICAL DEMANDS AND CONDITIONS:

• Must be able to remain in a stationary position for long periods of time.
• Ability to work flexible hours.
• Must be able to occasionally lift up to 25lbs.
• Consistently operates a computer and other office machinery such as calculator, copy machine and printers.
• Climate controlled general office settings with moderate noise level.
• Must express or exchange ideas and meaning with co-workers, supervisors, customers and vendors.

Northeast Bank is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, national original, veteran status and any other classification protected by Law. We celebrate diversity and are committed to creating an inclusive environment for all employees.