Facilities Assistant at BANK OF MARIN – Novato, California

Bank of Marin, voted by our employees as one of the Best Places to Work in the North Bay Business Journal, is seeking a Facilities Assistant to join our Facilities team working at our corporate office in Novato.

The Facilities Assistant provides administrative and coordination support for security & facilities operations, vendor management, service request routing, and issue resolution as it relates to Bank of Marin’s Facilities Department.
The Facilities Assistant coordinates small facilities related projects and assists the Facilities Manager with larger facilities projects.

Essential Duties & Responsibilities

• Serve as the primary point of contact for facilities-related service requests, ensuring accurate logging, prioritization, and follow‑up through the Facilities CMMS (Computerized Maintenance Management System).
• Coordinate small facilities-related tasks and support the Facilities Manager with scheduling, documentation, and tracking for larger projects.
• Assist with branch moves, acquisitions, closures, and new branch openings, managing communications, timelines, and vendor coordination.
• Process supply orders and maintain organized inventory and procurement records.
• Review and reconcile utilities, vendor services, and supply invoices, flagging discrepancies and supporting budget management.
• Prepare operational reports, spreadsheets, and administrative summaries for management.
• Maintain digital and physical administrative records, including contracts, service logs, and project documentation.
• Assist with minor, technical facility tasks when needed (e.g., replacing light bulbs, adjusting furniture, resetting simple hardware).
• Provide support during vendor visits or scheduled facility services.
• Administer physical security systems—including access control, badge management, alarm permissions, and basic system updates (training provided).
• Coordinate onboarding/offboarding security access requests with HR and managers.
• Maintain accurate documentation of access rights, logs, and security compliance records.
• Support incident documentation and follow‑up communication with security vendors when needed.
• Track recurring inspections and testing for physical security systems and schedule vendor visits.
• Assist the Facilities Manager with security-related improvements, audits, and documentation.
• Provide administrative support during branch security upgrades, lock changes, or access control updates.
• Other duties as assigned

Additional Requirements:

• Analytical and problem-solving skills.
• Ability to navigate through web-based applications following the banks Information Security Policy and documented procedures and processes.
• Knowledge of security processes – physical and logical.
• Ability to navigate through Microsoft software.
• Valid California driver’s license & clean DMV record.
• Excellent Interpersonal skills, with the ability to communicate effectively with vendors, customers and bank personnel of all levels.
• Ability to establish priorities in a changing environment.
• Ability to research and implement alternative processes.
• Proven oral and written communication skills.
• Ability to write policies and procedures.
• Ability to work as a team member and effectively work with all bank areas.
• Frequent workday travel to various Bank locations required.
• Ability to perform small facilities maintenance tasks and work with basic tools. Ability to climb a ladder. Practical knowledge of occupational safety standards.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Good organizational, scheduling, and time management skills.
• While performing the duties of this job the employee is occasionally required to stoop, kneel, crouch, or crawl. Occasionally required to lift between 25 to 50 pounds.

Professional / Educational Requirements

• 6 months to 1 year of administrative, coordination, office support, or facilities/security support experience preferred.
• High school diploma, GED, or equivalent combination of education and experience.

The hiring pay range for this position is $22.18 to $31.52. In addition to the pay range listed, all bank positions are eligible for incentive compensation, which varies based on role. The pay rate for a successful applicant depends on a variety of factors including but not limited to geographic location, work experience, education, and/or skill level.

The Bank of Marin is a growing public company with career advancement opportunities. We also offer a range of benefits and programs to meet employee needs, based on eligibility. These benefits include comprehensive health care coverage, a retirement savings plan with employer matching opportunity, bank paid employee stock ownership plan, tuition reimbursement, employee volunteer program and more. Additional details about total compensation and benefits will be provided during the hiring process.

Bank of Marin is an equal opportunity employer. EOE AA Vet/Disability