Job Description

This Asset & Vendor Administrator is responsible for the oversight, lifecycle management, and optimization of the organization’s physical assets while building strong, trusted vendor partnerships. The position ensures accurate asset tracking, supports capital projects through the procurement and deployment of furniture, materials, and finishes, and promotes responsible asset reuse, reassignment, and decommissioning to maximize value and reduce unnecessary spend.

Using a proactive, service-oriented approach, the administrator forecasts capital repair and replacement needs based on asset condition, lifecycle planning, and facility demands. It helps ensure environments that are safe, consistent, and welcoming for both employees and customers. In addition, the role manages facility vendor relationships, contract renewals, compliance requirements, and centralized documentation to drive quality, consistency, and cost efficiency across facilities nationwide.

Responsibilities:

Asset & Inventory Management

• Maintain a comprehensive inventory of all owned physical assets, including age, condition, lifecycle stage, and remaining useful life.
• Administer asset management systems and technologies used to track furniture, artwork, and building systems (e.g., HVAC, access control, security).
• Ensure asset data accuracy and maintain dashboards and reports for leadership and facilities planning.
• Analyze asset trends to support strategic decision-making, risk mitigation, and capital planning.
• Forecast capital repair and replacement needs based on asset condition, lifecycle plans, and facility demand.

Order & Asset Deployment Management

• Procure and deploy furniture, materials, and finishes in support of approved capital projects and operational needs.
• Manage asset decommissioning, reassignment, and strategic reuse to reduce waste and maximize return on investment.
• Support project managers by contributing to project schedules and coordinating asset-related milestones.
• Track and communicate order status, delivery timelines, and issues to internal stakeholders and project teams.
• Monitor expenditures against annual budgets and assist with forecasting future capital needs aligned with company priorities.
• Ensure continuity of service by preparing coverage plans and documentation when out of the office.

Vendor & Contract Management

• Manage facility-related vendor relationships, including contract renewals, compliance requirements, and centralized legal documentation.
• Oversee vendor partnerships for furniture, artwork, workplace accessories, and related services to ensure quality, consistency, and cost effectiveness.
• Assist with the coordination of seasonal and holiday vendors, including décor installation and removal across facilities.

Bell Bank Culture, Policy and Accountability Standards:

• Know by name and face as many customers and employees as possible, calling them by name as often as possible.
• Know and practice LOCBUTN, our Golden Rules, and Bell Bank Customer Service Standards.
• Know, understand, and live the company values and bottom line.
• Conduct activities consistent with established Bell Bank policies, procedures and systems, the Bell Bank Employee Conduct policies, the Bank Secrecy Act and all applicable state and federal laws and regulations.
• All employees are responsible for information security, including compliance with policies and standards which protect sensitive information.
• Prompt and reliable attendance.
• Perform other duties as assigned.

Education, Experience, and Other Expectations

• Bachelor’s degree in facilities management, construction management, or similar field; or equivalent work experience.
• 4 – 6 years of experience in asset management, vendor management, facilities management, capital planning, construction, or a related field.
• Ability to work flexible hours and travel nationwide up to 25% of the time, on average, as business needs require.

Skills and Knowledge

• Strong organizational and analytical skills with the ability to manage complex inventories and multiple priorities simultaneously.
• Demonstrated ability to work collaboratively in a team environment while exercising sound independent judgment.
• Proactive, service-minded approach with strong follow-through and clear, professional communication.
• Ability to manage deadlines, shifting priorities, and workplace pressure in a results-driven environment.
• High degree of dependability, integrity, and confidentiality.