Facilities Administrators

Job Type: Location Type: Hybrid

 

This role is located in New York City and will require a hybrid work schedule of at least 2 days in office per week.

Depending on experience, this role is for Assistant Officer and Officer level candidates.

About the Bank:

Sumitomo Mitsui Trust Bank, Limited was established through the merger of The Sumitomo Trust and Banking Co., Ltd with Chuo Mitsui Trust and Banking, Ltd. on April 1, 2012. We are one of the largest asset managers in Asia and number one among Japanese financial institutions by AUM, with approximately $850 Billion USD in AUM. The Bank provides an assortment of financial solutions and manages a broad spectrum of financial products across its global branches.

Department Overview:

The Americas Division (“AD”) was established in the Sumitomo Mitsui Trust Bank, Limited, New York Branch) (“SMTBNY”) to perform corporate functions and supervise U.S. entities. Established under the AD are the “Global Banking Unit (“GBU”), Americas Division” and “Global Markets Unit (“GMU”), Americas Division” which performs business functions.

The Administration Department (“ADM”) provides resources and various support services that facilitate the Branch’s flow of business in a sustainable and cost-efficient way. ADM manages communication with Head Office on Branch’s various issues such as budgeting, expense the administration of expatriate-related matters, and the management of external parties such as the building management company and other service vendors.

Position Overview:

Follows established guidelines for routine operational and administrative tasks. May use independent judgement for moderately complex issues. Focuses and ensures the seamless and efficient operation of all facilities administrative management and vendor coordination,

The Facility Administrator is responsible for providing comprehensive administrative and operational support to the ADM/Facilities.

Your Duties and Responsibilities:

Administrative Management

1. Invoice Processing: Handle the processing, verification, and submission of invoices related to facilities services and vendor payments.

1. Contract Management: Maintain and manage a repository of all facilities-related contracts and service agreements.

1. Certificate of Insurance (COI) Management: Track, manage, and ensure compliance of vendor COI.

1. Asset Management: Maintain accurate records for facility assets and inventory.

1. Vendor Management: Serve as a point of contact for external vendors, including scheduling, service coordination, and assisting with performance monitoring.

1. Head Office Liaison: Coordinate with Head Office for facilities related tasks.

Facility Operations Support

1. Emergency Response: Must be on call 24 hours a day for facility emergencies including system irregularities. (shared with Facilities Manager and Assistant Facilities manager).

1. Fire Evacuation Team Coordination: Coordinates fire safety training and evacuation drills with our in-house fire safety team. This includes maintaining the team roster and scheduling drills in collaboration with the building management.
2. ID Card System Operation: Operates Access ID card system, including issuance, deactivation, data entry for employees and visitors. Generate, and compile reports related to ID card issuance, access control, and system usage.
3. Desk Reservation System Operation: Operates the desk reservation system for user setup, data update, and managing reservations.
4. Key Management: Responsible for the secure inventory and issuance of all facility keys.
5. Facility Manager Assistance: Provide direct administrative and logistical support to the Facility Manager for various projects and daily operations.
6. Building Liaison: Coordinate with the building management for event such as fire drills and other items as needed.

Your Qualifications:

1. Minimum of five (5) years recent experience in facility administrative management or related experience.

1. Experience in office administration, general affairs, or corporate services is preferred.
2. Bilingual oral and written skills on a business level in both English and Japanese (primarily for coordination with Head Office and documentation).
3. Excellent organizational, problem-solving, and multi-tasking skills.
4. Strong organizational skills and attention to detail, especially in document and contract management.
5. Advanced proficiency in Microsoft Excel and experience with relevant management software (e.g., asset management, invoice processing).
6. Proficiency in Microsoft Office Suite (Word, PowerPoint).
7. Excellent communication and interpersonal skills to interact effectively with vendors, employees, and management.
8. Ability to prioritize tasks and manage time effectively in a fast-paced environment.

Why you should join SuMi Trust:

SuMi Trust embraces flexible ways of working when the business and role permits. We provide employees with a hybrid working model, allowing for in-office work and work from home. Our diverse and inclusive environment along with our global presence enables us to collaborate and communicate to meet our business needs. We believe that efficient teams need truth, loyalty, and a strong sense of purpose to balance risk and their targets. We make sustainable business decisions to improve our society and the world. We believe that each person brings a unique value that drives the business though their creativity and passion.

• The Employee Benefits package includes: Paid Time Off, medical, HSA, vision, dental, FSA, 401(k), profit sharing, legal plan, cancer indemnity plan, disability insurance, life insurance, employee assistance program, commuter benefits, business travel accident, paid volunteer day, paid memberships, paid seminars, and tuition assistance.
• We offer many socialization opportunities for wellness, financial wellbeing, runs/walks, team building, happy hours, and activities to support the Sustainable Developmental Goals.

Check out our LinkedIn for our employee experience: https://www.linkedin.com/company/smtbny

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law. SuMi Trust provides reasonable accommodations for employees and applicants with disabilities consistent with applicable law. If you need a reasonable accommodation during the application