Location: On site. Memphis, TN, Charlotte, NC, or Knoxville, TN
SUMMARY
Coordinates all aspects of facilities and FFE (Furniture, Fixtures, Equipment) procurement, vendor onboarding, delivery, tracking, and documentation for the bank’s associates and projects.
ESSENTIAL DUTIES
- Purchase Order (PO) Management:
- Issue POs per associate need/project.
- Research warranty and request vendor quotes.
- Obtain necessary approvals; track non-project items.
- Communicate delivery/installation status.
- Invoice and Budget Management:
- Process/review invoices for capital projects.
- Manage project POs, ensure budget compliance.
- Assist with O&E Forecast Tracking and Budget Compliance
- Contracts & Vendor Liaison:
- Coordinate with internal partners
- Support contract review and vendor onboarding.
- Coordinate with and managing external vendors.
- Partner with legal on contract revisions.
- Run RFPs
- Project Close-Out & Documentation:
- Archive documents and invoices in project systems.
- Ensure all items are reconciled and projects are closed out.
- Reconcile records; send reports/copies to stakeholders.
- Continuous Improvement:
- Propose new templates/processes.
- Assist with checklist/template development.
Governance
- Timely quarterly QBRs completed with agendas, minutes, actions, and follow-ups.
- Centralized documentation maintained (contracts, QBRs, SOPs, performance reports).
- Audit of playbooks; track completion and adoption metrics.
- Accurate invoicing and data integrity
- Assist in SLA/KPI adherence
QUALIFICATIONS & EXPERIENCE REQUIRED
- Experience in facilities project coordination, procurement, or administrative support, preferably in a banking or corporate environment.
- Familiarity with PO processes, contract review, and invoice processing
Skills & Abilities Required
- Strong organizational and communication skills with an attention to detail.
- Ability to work with tracking and reporting tools (e.g., Excel Spreadsheets, Smartsheet, Clarity Archibus, COUPA).
- Proactive problem-solving mindset and ability to coordinate across departments and vendors.
- Strong analytical and reporting skills.
- Strong excel skills.
Preferred Skills
- Knowledge of workplace accommodations and facility project management.
- Experience with legal or capital project invoice processing.
- Proficiency with digital filing systems and collaborative work tools.
Reporting Structure
- Reports to Corporate Real Estate Program Services Manager.
