Facilities Coordinator (Raleigh, NC)

Facilities Coordinator

This is a hybrid role, with the expectation that time working will regularly take place inside and outside of a company office in Raleigh, NC. This is an onsite position during the initial 90-day training period and will then shift to a hybrid schedule once training is completed. This role is hybrid 3 days onsite / 2 days remote. If hired in Raleigh, NC this position will work on a rotating schedule of 8:00 AM – 5:00 PM EST or 9:00 AM - 6:00 PM EST (if supporting mid-west) and will be expected to work alternately between the two shifts. May be open to remote for highly qualified candidates.

The Facilities Coordinator provides administrative and technical support to Corporate Real Estate (CRE) functions. Maintains files and records related to leases, properties, construction, and building maintenance. Reviews, approves, and processes invoices, assisting with confirmation of payment and related issue resolution. Works closely with both internal and external parties in the completion of daily activities and provides reports for management to assist in the strategic evaluation of CRE functions.

Responsibilities

• Business Support - Assists with a variety of tasks to facilitate CRE operations. Enters project, work order, and portfolio data into the department tracking system. Creates reports and conveys to the appropriate parties. Responds to objections, disagreements, and conflicts related to real estate properties. Resolves requests for information or documentation in a prompt and efficient manner. Provides administrative-level support, including coordinating meetings and maintaining departmental calendars, preparing and submitting expense reports, assisting with AE reporting, and supporting internal and external audit requests. Performs basic data analysis and tracking to support CRE reporting and decision-making. Assists with branch disposition activities. Supports preventive maintenance (PM) setup and scheduling coordination with Assets and related teams.
• Accounts Receivable - Receives, issues, and processes financial statements such as commitments, change orders, and invoices. Monitors approval status and payment of invoices and follows up as necessary. Coordinates with AP and Fixed Assets, perform GL reversals, and assists with quarterly unrecorded liability reporting.
• Documentation - Maintains project, work order, and lease files on an ongoing basis. Ensures CRE records are accurate and up-to-date. Supports document preparation for leadership meetings, reporting cycles, and other department deliverables as assigned. Runs and compiles MCIM and Service Channel reports to support PM tracking and vendor performance metrics. Assists with QBRs, gathering vendor KPI data and preparing presentation materials.
• Communication - Cultivates and maintains strong professional communications with executives, associates, and vendors to solve issues that arise during the course of CRE activities. Resolves property issues by working directly with landlords and vendors. Creates and records written communication between parties for documentation purposes. Coordinates meeting logistics, agendas, and follow-up actions to ensure alignment across the CRE leadership team.

Qualifications

Bachelor's Degree and 1 years of experience in Corporate Real Estate, Facility/Building maintenance OR High School Diploma or GED and 2 years of experience in Corporate Real Estate, Facility/Building maintenance

Preferred Skills:

• Facility Management Professional (FMP) certification
• Intermediate to advanced Excel skills to include pivot tables and v-lookups
• Intermediate Microsoft Office 365
• Administrative support experience including calendar management
• Strong communication and organization skills
• Proficient in work order management and invoice processing

Benefits are an integral part of total rewards and First Citizens Bank is committed to providing a competitive, thoughtfully designed and quality benefits program to meet the needs of our associates. More information can be found at