Sumitomo Mitsui Trust Bank Limited New York Branch ยท 20 hours ago
Bilingual Facilities Administrator
New York, NY
Full-time
Hybrid
Mid, Senior Level
$75K/yr - $115K/yr
5+ years expSumitomo Mitsui Trust Bank Limited New York Branch is one of the largest asset managers in Asia, providing a wide range of financial solutions. The Bilingual Facilities Administrator will be responsible for managing administrative tasks related to facilities, vendor coordination, and ensuring efficient operations within the Administration Department.
Banking
Responsibilities
Invoice Processing: Handle the processing, verification, and submission of invoices related to facilities services and vendor payments
Contract Management: Maintain and manage a repository of all facilities-related contracts and service agreements
Certificate of Insurance (COI) Management: Track, manage, and ensure compliance of vendor COI
Asset Management: Maintain accurate records for facility assets and inventory
Vendor Management: Serve as a point of contact for external vendors, including scheduling, service coordination, and assisting with performance monitoring
Head Office Liaison: Coordinate with Head Office for facilities related tasks
Emergency Response: Must be on call 24 hours a day for facility emergencies including system irregularities. (shared with Facilities Manager and Assistant Facilities manager)
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
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
Desk Reservation System Operation: Operates the desk reservation system for user setup, data update, and managing reservations
Key Management: Responsible for the secure inventory and issuance of all facility keys
Facility Manager Assistance: Provide direct administrative and logistical support to the Facility Manager for various projects and daily operations
Building Liaison: Coordinate with the building management for event such as fire drills and other items as needed
Qualification
Required
Minimum of five (5) years recent experience in facility administrative management or related experience
Bilingual oral and written skills on a business level in both English and Japanese (primarily for coordination with Head Office and documentation)
Excellent organizational, problem-solving, and multi-tasking skills
Strong organizational skills and attention to detail, especially in document and contract management
Advanced proficiency in Microsoft Excel and experience with relevant management software (e.g., asset management, invoice processing)
Proficiency in Microsoft Office Suite (Word, PowerPoint)
Excellent communication and interpersonal skills to interact effectively with vendors, employees, and management
Ability to prioritize tasks and manage time effectively in a fast-paced environment
Preferred
Experience in office administration, general affairs, or corporate services is preferred
Benefits
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
Tuition assistance
Company
Sumitomo Mitsui Trust Bank Limited New York Branch
Sumitomo Mitsui Trust Bank, Limited (SuMi TRUST) is one of the largest asset managers in Asia.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase