Assistant Facility Manager

Industry: OB

Company: SUMITOMO MITSUI TRUST BANK, LIMITED

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

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.

This position is for Officer level candidates.

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.

Your Role Overview:

Follows established guidelines for day-to-day, routine operational and administrative work. May be required to use some independent thought to handle complex issues. Focus on execution within defined parameters, some expansion based on developing capabilities or experiences in conjunction with experienced staff. The Assistant Facility Manager performs daily facility operations responsibilities to assist and support the Facility Manager. The Facility Assistant Manager assists with maintaining a safe and enjoyable facility environment, while serving as the first point of contact for patrons and access control for the facility. Other duties may be assigned by supervisor.

Your Duties and Responsibilities:

1. Assists the Facilities Manager in completion of various projects.
2. Assists the Facility Manager to oversee IST facility service/operation.
3. Manages and handles office facilities such as furniture, cabinets, HVAC, and others.
4. Plan, schedule, and coordinate general maintenance, major repairs, and remodeling or construction projects for properties, equipment, and furniture as needed including various arrangements with third-party vendors.
5. Inputs office supply orders, verifies order accuracy, and distributes office supplies, furniture, and equipment as needed.
6. Manages office supply inventory to ensure efficiency.
7. Completes the daily office inspection routine.
8. Executes space planning and internal moves. Manage telephone (DID) number. Assists with vendor management related to facilities. Interfaces with building management as needed.
9. Liaises with building, monitors tasks relating to elevator, fire drills and other items as needed and/or in compliance with local law.
10. Manages and monitors the vendors and cost for purchasing material and vendor services related to Facilities. Supervises and reviews vendor services quality and maintains the service contracts.
11. Completes inventory of Bank fixed assets.
12. Performs GA related and other duties and responsibilities as assigned by management.
13. Liaises with Head Office, facilities related tasks.
14. Handles mailroom daily responsibilities, including receiving and distributing mail, operating postage machine and reconciling postage usage, arranging messenger services, and stocking mailroom supplies.
15. Performs other duties and responsibilities such as company event support as assigned by Head of Administration and Facility Manager(s)
16. Oversees and coordinates maintenance and repair work including after business hours and weekend.
17. Available 24/7 to assist with any facility related emergencies.

[Security System Management]

1. Operates USIS Security System and requests ID cards from building management.
2. Produces, monitors, and files activity reports. Monitors weekend access.
3. Manages and reconciles monthly logbook for dealing room access and general access to office based on Access Level Charts
4. Manages access cards, important keys, cabinet keys, and desk keys. Monitors access cards Inventory. Issues and deletes access cards. Reconciles the USIS Security System with employee list, authorization log, and status report. Handles long term visitor access.
5. Troubleshoots any security related irregularities with SMTB staff, security manager, and the security company. Prepares incident reports as needed for security alarms.
6. On call 24 hours a day for system irregularities.
7. Manages and coordinates the SMTB Fire Evacuation Team with SMTB Manger and Building.
8. Monitors the security cameras and keeps video images for required period of time.

[Vendor Management for Security]

1. Verifies repair and maintenance by vendors.

Your Qualifications:

1. Experience Building management or security certificate preferred.
2. Minimum of five (5) years recent experience in facility management or related experience.
3. Required basic knowledge of facilities maintenance work such as plumbing, HVAC and UPS.
4. Knowledge of system furniture, AV system and basic electricity.
5. Required basic knowledge of ADA and Uniform Building code of NYC.
6. Knowledge or experience of coordination for corporate relocation, expansion and renovation is strongly preferred. Knowledge of General Affairs is preferred.
7. Excellent organizational, problem solving, and multi-tasking skills.
8. Excellent time management and organizational skills
9. Bilingual oral and written skills on a business level in both English and Japanese is preferred.

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 process, please let us know when the Human Resources staff reaches out to you for an interview.

The anticipated salary range for this role is listed above. The specific salary offered to an employment applicant is based on the individual’s qualifications, experiences, the job responsibilities, an analysis of the current compensation paid for similar roles in the local geographic area, and key distinctions of the job as compared to current jobs in the Branch. The role may also be eligible for an annual discretionary bonus.

Sumitomo Mitsui Trust Bank, Limited New York Branch is a branch of Sumitomo Mitsui Trust Holding Group. Learn more about the company, the values, and vision at https://www.smth.jp/english/about_us/philosophy