About Company
Summit State Bank is a locally owned and operated community bank deeply rooted in the Sonoma County community. Since our founding in 1982, we’ve been dedicated to providing exceptional financial services and fostering strong relationships with our clients. We pride ourselves on our personalized approach, commitment to local businesses, and active involvement in community development. At Summit State Bank, we believe in creating a supportive and collaborative environment for our employees, empowering them to grow professionally while serving the financial needs of our vibrant community. We are more than just a bank; we are a partner in our community’s success, driven by integrity, innovation, and a genuine passion for making a positive impact. Join a team where your contributions are valued, and your career can truly thrive within a respected local institution.
Job Description
We are seeking a highly organized, proactive, and detail-oriented On-site Admin Officer with a specialized focus on office setup and facility coordination to join our growing team in Santa Rosa. This critical role will be instrumental in ensuring the smooth and efficient operation of our administrative functions, with a particular emphasis on supporting office renovations, new office integrations, and ongoing facility management. The successful candidate will be the go-to person for all office-related logistics, vendor coordination, inventory management, and creating a productive and welcoming environment for our staff and customers. This is a unique opportunity to apply your administrative expertise in a dynamic setting, playing a key role in the physical infrastructure and operational readiness of our banking facilities. You will be responsible for meticulously planning and executing office transitions, ensuring all resources are in place for optimal functionality. If you thrive in an environment where you can manage diverse administrative tasks, coordinate complex projects like office moves or expansions, and contribute to the overall efficiency and comfort of the workplace, we encourage you to apply. Your ability to anticipate needs, problem-solve proactively, and maintain a highly organized workspace will be key to your success in this pivotal role.
Key Responsibilities
- Manage and coordinate all aspects of office setup, including furniture procurement, utility activation, IT equipment installation, and efficient space planning for new or renovated office spaces.
- Act as the primary liaison with external vendors (e.g., IT, maintenance, cleaning, office supplies) to ensure timely service delivery, negotiate favorable terms, and perform effective contract management.
- Oversee comprehensive office inventory, including ordering, stocking, and distributing supplies, and managing asset tracking systems with precision.
- Provide comprehensive administrative support, including scheduling meetings, preparing detailed presentations, managing sensitive correspondence, and organizing documents, both physical and digital.
- Maintain all office equipment, ensuring functionality and coordinating repairs or replacements as needed to minimize downtime.
- Assist with budgeting and meticulous expense tracking related to office operations and facility management, providing regular reports.
- Develop and implement efficient office procedures and systems to enhance overall productivity, organization, and employee experience.
- Ensure strict compliance with all safety regulations and maintain a secure, orderly, and presentable office environment at all times.
- Coordinate travel arrangements and accommodations for staff as required, ensuring cost-effectiveness and efficiency.
- Handle incoming calls and visitors with utmost professionalism and courtesy, directing them appropriately and serving as the first point of contact.
Required Skills
- Proven experience (3+ years) in an administrative or office management role, with a demonstrated focus on office setup or facility coordination.
- Exceptional organizational and time management skills, with the ability to prioritize and manage multiple tasks and projects simultaneously and effectively.
- Strong communication skills, both written and verbal, for interacting professionally with staff, vendors, and clients at all levels.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with general office software and tools.
- Demonstrated ability to work independently with minimal supervision and collaboratively as part of a dynamic team.
- Strong problem-solving aptitude and a proactive, resourceful approach to anticipating needs and resolving issues efficiently.
- High level of discretion and ability to handle confidential information with integrity and professionalism.
- Must be able to lift up to 25 pounds and perform duties that require standing, walking, and light physical activity on a regular basis.
Preferred Qualifications
- Associate's or Bachelor's degree in Business Administration, Facilities Management, or a closely related field.
- Previous experience with project coordination or successfully managing office relocation/renovation projects from inception to completion.
- Familiarity with financial industry regulations, compliance standards, and security protocols.
- Experience with facilities management software or enterprise resource planning (ERP) systems.
Perks & Benefits
- Competitive hourly wage with clear opportunities for professional growth and advancement within a respected local institution.
- Comprehensive health, dental, and vision insurance plans for employees and their families.
- Robust 401(k) retirement plan with generous company match to support your financial future.
- Generous paid time off (PTO) and paid holidays to ensure work-life balance.
- Ongoing opportunities for professional development, training, and continuous learning to enhance your skills.
- A supportive, collaborative, and inclusive work environment where your contributions are highly valued.
- Employee assistance program (EAP) providing confidential support services.
- Active participation in local community events and initiatives, reflecting our commitment to Sonoma County.
How to Apply
Interested candidates are encouraged to apply directly through our official careers page. Please click the link below to view current openings and submit your detailed application, ensuring you highlight your experience with office setup, administrative coordination, and your passion for contributing to a community-focused bank. We look forward to reviewing your qualifications and potentially welcoming you to the Summit State Bank family!