Security & Facilities Coordinator in Novato, California at BANK OF MARIN

The Security & Facilities Coordinator provides day‑to‑day administrative and operational coordination for facilities, space management, and physical security activities across Bank of Marin locations. This role serves as the first point of contact for facilities and security requests and supports projects, vendor coordination, service tracking, documentation, and escalation under the direction of the Security & Facilities Manager.

Essential Duties & Responsibilities

Essential Job Functions:

Facilities

• Manage daily facilities service requests, ensuring accurate logging, prioritization, routing, and follow‑up through the Facilities Computerized Maintenance Management System (CMMS).
• Coordinate routine facilities activities and support facilities projects through scheduling, documentation, and tracking.
• Support branch relocations, build‑outs, remodels, openings, and closures, including vendor coordination and timeline tracking.
• Provide administrative support for pre‑construction planning, including documentation and internal communication.
• Process supply orders and maintain procurement and inventory records.
• Review facilities and vendor invoices for accuracy and flag discrepancies.
• Prepare reports and summaries to support management review.
• Maintain organized records, including contracts, service logs, project files, and compliance documentation.
• Coordinate vendor visits and provide on‑site support as needed.
• Perform minor, non‑technical facility tasks as required.
• Coordinate day-to-day workspace and office assignments, including office moves, workstation changes, furniture reconfigurations, and ergonomic requests, in accordance with approved standards.
• Support and manage logistics for workspace changes through scheduling, vendor coordination, and internal communications.
• Maintain accurate space, layout, and furniture inventory records, and coordinate facilities and security support for conference rooms, Bank events, and special projects.

Physical Security

• Provide day-to-day administration of physical security systems (access control, alarms, and video surveillance), including access coordination, documentation, vendor follow-up, and footage retrieval per policy.
• Coordinate onboarding/offboarding security access (badges, keys, alarm permissions, and camera access) and monitor after-hours alarms and security/camera incidents, escalating and coordinating response as appropriate.
• Maintain accurate security logs, incident documentation, and compliance records.
• Track and report security activity metrics and trends.
• Coordinate recurring security inspections, testing, and vendor services.
• Support security upgrades, audits, and new‑location implementations under direction.
• Assist with incident documentation and security case tracking.
• Support logistics and documentation for annual security training.
• Other duties as required.

Job Skill Level/Additional Requirements:

• Working knowledge of physical security systems and facilities operations.
• Strong organizational, coordination, and problem‑solving skills.
• Proficiency with Microsoft Office and web‑based systems.
• Clear written and verbal communication skills.
• Ability to manage multiple priorities.
• Valid California driver’s license; frequent travel required.
• Ability to work occasional evenings, weekends, or after‑hours as needed.
• Comfortable using common hand tools to complete minor, non-technical facility tasks and small repairs (e.g., tightening hardware, replacing fixtures, basic furniture adjustments) and escalating issues outside scope.
• Ability to lift 25–50 pounds occasionally.

Professional / Educational Requirements

• 3-5 years of administrative, facilities, security, or project coordination experience preferred.
• High school diploma, GED, or equivalent combination of education and experience.