Lead Administrative Professional, Facilities

<h4><strong>Are you looking for the opportunity to do challenging and meaningful work in an environment that encourages ongoing learning, development and career growth? Do you thrive on making a positive impact in our community? Do you believe a company can elevate the spirit and quality of life for others?&nbsp;</strong></h4>

Omaha - FNB

First National Bank of Omaha

<p class="p1"><strong>Grow Your Career with FNBO! </strong><br /><br /><strong>At First National Bank of Omaha (FNBO), we like to think of ourselves as the &ldquo;great big, small bank,&rdquo; large enough to provide the expertise and resources necessary to handle any financial need, yet small enough to know our customers personally. We are a subsidiary of First National of Nebraska, with nearly 5,000 employees and $30 billion in assets. With more than 100 retail banking locations in Nebraska, Colorado, Illinois, Iowa, Kansas, South Dakota, Texas and Wyoming, we help our customers and communities to succeed by focusing on building relationships at a local level.</strong><br /><br /><strong>We have a history of doing what&rsquo;s right for our customers, employees, shareholders and the communities we serve. Whether you're just beginning your career or taking it to the next level, you'll find your fit here.</strong></p> https://www.fnbo.com/

keywords: position summary,coordinate,support,administration,management,compliance,assist,performance,other duties,diversity,qualifications,continuous improvement,skills

Full time

Overview: <br /> <p><strong>At FNBO, our employees are the heart of our story&mdash;and we&rsquo;re committed to their success! Please see below the details of this career opportunity and how it fits into our organization&rsquo;s success.</strong></p> <p>&nbsp;</p> <p><strong>Our Modern, Flexible Workplace:</strong></p> <p><strong>&nbsp;</strong></p> We believe in a Modern, Flexible Workplace, and we are continuously exploring advancements in technology and office environments to make it easier to work from anywhere at any time, allowing for more flexibility in where and how you work. We know that choice and flexibility are important to you. We also recognize that flexible and remote positions can become opportunities for military partners, caregivers, and individuals with disabilities to thrive at our company. We invite you to consider what a Modern, Flexible Workplace can mean for you! <p>&nbsp;</p> It is anticipated that an incumbent in this role will work onsite for three (3) or more days a week and will have a dedicated workspace when working onsite. Work location is subject to change based on business needs. <p>&nbsp;</p> <p><strong>Summary of the Job:</strong></p> <p><strong>&nbsp;</strong></p> Provide administrative support and act as primary point of contact for the Senior Vice President and FNBO Buildings division. Ensure parking requirements and work requests are completed in a timely and professional manner. Create reports, presentations and written procedures.
Responsibilities: <br /> <ul> <li>Provide needed administrative support for FNBO Buildings division.</li> <li>Create necessary reports and products using MS Office Suite (including Visio diagrams, quarterly reports, calendars, and presentations), plus various assignments as needed.</li> <li>Develop and update written procedures and maintain all changes in timely manner.</li> <li>Coordinate divisional meetings and events which may require remote meeting access/connectivity.</li> <li>Coordinate customer appointments, mail distribution, employee travel, lunch orders, and provide phone support for the Buildings division.</li> <li>Manage calendars for Senior Vice President and other employees as necessary.</li> <li>Ensure new hire responsibilities are completed in a timely manner (update contact list, org chart, email groups, order business cards, and nameplate insert).</li> <li>Be available to schedule/manage/attend meetings.</li> <li>Manage and stock supply inventory for Buildings department.&nbsp;</li> <li>Act as Parking Administrator for FNBO (including maintenance and updates for over 2,500 parking assignments, cards, and stalls).</li> <li>Work closely with Buildings Facilities Systems and Security teams as well as HR and Accounting teams.</li> <li>Maintain daily/weekly/monthly parking processes including waitlist assignments, problem/resolution, bi-monthly and monthly exports, as well as general communications to FNBO employees and non-bank Parkers.&nbsp;</li> <li>Support weekly FNBO New Hire Orientation with HR.&nbsp;Consider opportunities to enhance onboarding experience for new employees regarding Buildings and Parking (first point of contact).&nbsp;</li> <li>Facilitate parking validation process for department visitors, access to online validation system, ensure procedures are adhered to by employees, and chaser tickets are printed and sent in a timely manner.</li> <li>Act as a liaison between FNBO, Omaha Metro, and other vendors/Parking landlords, communicating customer requests, parking location maintenance needs, updated routes, etc.</li> <li>Follow up on parking initiatives (changes) as identified by management.</li> <li>Assist in maintaining communication at various levels to customers through: <ul> <li>Parking SharePoint Page:&nbsp; <a href="https://collab.fnni.com/sites/fyi/buildingsandfinance/buildings/SitePages/Parking%20Information.aspx" target="_blank" rel="noopener noreferrer">https://collab.fnni.com/sites/fyi/buildingsandfinance/buildings/SitePages/Parking%20Information.aspx</a></li> <li>HR Solution Center (x3777)</li> <li>Direct email distribution, etc.</li> </ul> </li> <li>Act as key player in administration of Archibus Web Central Parking Module and other system changes or updates.</li> <li>Act as key player in implementation and maintenance of FNBOGO Parking Transportation Program. <ul> <li>Assist in creation and editing of communications, marketing strategies, procedures etc.</li> <li>Follow up with internal and external partners regarding implementation of building changes, badge requirements, understanding of and access to new systems, etc.</li> <li>Maintain new or evolving relationships with third parties such Omaha Metro and zTrip.</li> </ul> </li> <li>Act as key player in Major Projects within the Division.</li> <li>Provide administrative support including but not limited to coordinating schedules for high-level individuals both internal to FNBO and external vendors/contractors, organize food delivery and set up, set up and maintain Teams channels and digital organization for project, tech and other meeting operations, and transcriptions.</li> <li>Create and edit project products as necessary including but not limited to spreadsheets, graphs, schedules, floor plans, and presentations.</li> <li>Document project with meeting minutes, thorough notes, photos, videos, and interviews of key players.</li> <li>Provide backup support for Facilities Service Desk. Ensure seamless and timely processing of all facility Work Request generation, scheduling/distribution, and completion.</li> <li>Maintain full confidentiality at all levels; whether it be FNBO or Buildings division information.</li> </ul>
Requirements: <br /> <p><strong>The Ideal Candidate for This Role:</strong></p> <p><strong>&nbsp;</strong></p> <ul> <li>Four-year degree in Business or related educational discipline and/or combination of work experience (minimum of 5 years).</li> <li>Proficiency in creating necessary reports and products using MS Office Suite (including PowerPoint, Adobe, Visio diagrams, quarterly reports, calendars, and presentations).</li> <li>Advanced skills in MS Office products including Microsoft Word and Excel.</li> <li>Ability to work independently and manage multiple projects at one time in a fast-paced environment with minimal supervision.</li> <li>Focus on customer service, including consultative skills and demonstrated responsiveness to customer needs.</li> </ul> <p>&nbsp;</p> <p>&nbsp;</p> <p><strong><u>Additional Requirements:</u></strong></p> <p>&nbsp;</p> <ul> <li>Demonstrate Operating Philosophy and Organizational Attributes throughout daily tasks and exchanges.</li> <li>Exhibit professional behavior and be proactive and respectful in all relationships.</li> <li>Promote positive, constructive, and collaborative working relationships with all staff, partners, and customers.</li> <li>Remain intent in the process to seek and obtain personal development and continued growth.</li> <li>Exercise a willingness to be a resource to colleagues.</li> <li>Practice FNNI values and support the goals and strategic plan.</li> <li>Proactively work to improve team and organizational effectiveness.</li> <li>Complete special projects as assigned within allotted time frames.</li> <li>Be accountable for continuous best efforts to complete the job assigned.</li> </ul> <p>&nbsp;</p> <p><strong>Equity, Diversity, &amp; Inclusion:</strong></p> <p>&nbsp;</p> <p>FNBO is committed to belonging, inclusion, diversity and equity. We are committed to intentionally and proactively creating pathways to success for historically underrepresented populations. To accomplish this, we foster a culture of belonging and inclusion so that every employee is valued, and has opportunity and the ability to make an impact. FNBO strives to reflect the diversity of the communities we serve in the makeup of our workforce.</p> <p>&nbsp;</p> <p>See the full <strong>FNBO Equity, Diversity, &amp; Inclusion Statement</strong> <a href="https://www.fnbo.com/about-us/inclusion-diversity/" target="_blank" rel="noopener noreferrer">here</a></p> <p>&nbsp;</p> <p>All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status.</p> <p>&nbsp;</p> <p><a href="https://www.firstnational.com/common/communications/hr/assets/documents/hr/eeo_poster.pdf" target="_blank" rel="noopener noreferrer"><u>Click here</u></a> to download <strong>'EEO is The Law' Self-Print Poster</strong></p> <p><a href="https://www.firstnational.com/common/communications/hr/assets/documents/hr/eeo_poster_federal_contractors.pdf" target="_blank" rel="noopener noreferrer"><u>Click here</u></a> to download <strong>'EEO is The Law' Supplement for Federal Contractors</strong></p> <p><a href="https://www.firstnational.com/common/communications/hr/assets/documents/hr/eeo_poster_gina_supplement.pdf" target="_blank" rel="noopener noreferrer"><u>Click here</u></a> to download <strong>'EEO is The Law' GINA Supplement</strong></p>