Corporate Office Coordinator

At Vantage Bank, we're driven by a deep commitment to supporting our customers, valuing our employees, embracing diversity, fostering meaningful connections, and providing outstanding service every step of the way.

JOB SUMMARY

The Corporate Office Coordinator supports the efficient, professional operation of the Bank’s corporate office by coordinating reception, administrative support, office resources, meetings, facilities, and workplace logistics. They serve as a primary point of contact for visitors, respond to general inquiries, support leadership and staff, and maintain an organized, welcoming, and productive work environment.

ESSENTIAL DUTIES

The duties listed below may not include all responsibilities that the person in this role may be asked to perform. Incumbent may be required to perform other related duties as assigned.

• Serves as the primary point of contact for visitors and reception needs; greet guests, notify staff of arrivals, and direct visitors to the appropriate location.

• Answers, screens, and routes incoming calls. Responds to routine inquiries, accurately takes and relays messages, and resolves customer service issues.

• Manages incoming and outgoing mail, packages, deliveries, visitor records, and courier coordination, including maintaining applicable logs.

• Coordinates conference room scheduling, meeting setup, audiovisual needs, and catering.

• Tracks follow-ups, commitments, project deliverables, and recurring administrative tasks to support timely completion.

• Maintains organized filing systems, administrative records, and information flow while safeguarding confidential information.

• Coordinates office supplies, equipment, inventory, vendor relationships, and service requests to support a well-functioning workspace.

• Assists with coordinating office maintenance, repairs, facility needs, and service providers; follow through on requests and related projects.

• Assists with office budgets, expense reports, invoice processing, receipts, reimbursements, vendor payments, and other basic administrative tracking.

• Coordinates and oversees logistics for internal and external meetings, employee events, board meetings, employee events, celebrations, recognition activities, and culture building initiatives.

• Supports new employee office logistics and general workplace readiness, as assigned.

• Prepares and assembles accurate, high-quality reports, presentations, correspondence, and administrative materials for board meetings.

• Supports the adoption and effective use of workplace technology, administrative systems, AI tools, and related workflows to improve efficiency and productivity.

• Performs routine clerical duties, including copying, document preparation, stuffing envelopes, assembling materials, filing check orders and statements, arranging travel throughout all regions, and other office support activities as needed.

• Helps maintain office policies, procedures, operational standards, and a professional, organized, and welcoming corporate office environment.

• Provide administrative support to team members as needed.

• Other duties as assigned.

QUALIFICATIONS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner. Individual abilities and organizational limitations may result in some deviation from these guidelines.

• High School diploma, general education degree (GED), or equivalent required; Associate’s, Bachelor’s degree or some college a plus.

• 1 – 3 years of prior experience in office administration, operations, administrative support, and/or customer service required.

• Demonstrated ability to deliver exceptional customer service while fostering collaborative and professional relationships with employees, vendors, and management.

• Excellent verbal, written, presentation and interpersonal communication skills.

• Proficient computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, Adobe, and Outlook, the Windows environment, and internet research skills.

• Excellent verbal, written, presentation and interpersonal communication skills.

• Ability to work independently with minimal supervision while performing assigned duties.

• Excellent analytical, time management, organizational and problem-solving skills with the ability to multi-task and work in a deadline-driven environment.

• Comfort with learning and using new technologies, including AI tools, and a proactive approach to improving efficiency and productivity.

• Ability to adapt to constant change and periods of fast-paced situations while sticking to and meeting deadlines.

• Must be self-motivated with strong initiative, high level of accountability, and attention to detail.

• Ability to always maintain a high degree of ethical standards and complete confidentiality.

• Bilingual – English/Spanish preferred

COMMUNITY IMPACT

Community involvement is part of who we are. Our culture is built on teamwork, purpose, and service. We value volunteerism and create opportunities for employees to connect, give back, and make a positive difference in our communities. As part of the Vantage Bank team, all associates should embrace our community involvement and culture to ensure we are making an impact.

BANK SECRECY ACT (BSA)

All employees of Vantage Bank, herein referenced to as the “Bank”, must comply with the terms of the BSA Policy upon acceptance of this position. The primary responsibility for enforcement of this policy and its operating procedures rests with the BSA/AML/OFAC Officer. However, it is the responsibility of each employee to take the required BSA training modules and become familiar with and adhere to the Bank Secrecy Act, Anti Money Laundering and Office of Foreign Asset Control Policy.

EOE/M/F/D/V