ADMINISTRATIVE ASSISTANT
GENERAL SERVICES DEPARTMENT
FIRSTBANK PR
Our Company
At FirstBank PR, we strive to be trusted advisors to our clients, and our employees are the ones that ensure we deliver on our promise of excellence in personalized customer service. Our more than 3,100 employees in Puerto Rico, the Virgin Islands and Florida share a passion for excellent customer service. We are proud of our team because they are continuously surpassing our client's expectations.
Do you have a passion for helping customers, building relationships, and delivering extraordinary, personalized customer service? If your answer is yes, FirstBank is the number one place for you.
A Brief Overview
The Administrative Assistant supports the General Services Department coordinating meetings; answering phone calls, attending visitors; managing incoming and outgoing mail; preparing tables, reports and letters; and managing clients inquires.
What You'll Need to Succeed
· Coordinates unit calendars, meetings and conference calls with internal and external clients as needed.
· Answers inquiries and transfers incoming calls, maintaining and appropriate service level.
· Keeps the client informed about their inquiries status and clarifies any related doubts or differences.
· Receives client's inquiries such as investigations, claims and services, resolving or routing their petitions, and supporting the process.
· Receives visitors and other staff maintaining and appropriate serve level.
· Creates spreadsheets; composes correspondence and documents using Microsoft Word, Excel and Power Point applications.
· Transcribes (Spanish and English) letters, memos, electronic mails, proposals, reports, and other related documents, reviewing submitted materials and documents for format, content and grammar.
· Provides assistance and/or prepares reports, statistics, graphics, tables and presentations as requested
· Scans file and retrieves Corporation's documents, records and reports.
· Disseminates information by phone call making, mail services, and electronic mailing, in compliance with the corporation guidelines and procedures.
· Manages the incoming and outgoing mail for the Department.
· Manages and maintains office supplies inventory, equipment, business forms, and other resources for the Department/Unit; also prepares purchase requisitions as needed.
· Provides support to management in administrative duties such as, employee attendance records, employee compliance with required training, and keeping updated employee related data in the information system.
· Assists management in general duties as requested.
· Develop and run special projects requested by management.
· Facilitate communication and idea exchange among employees, encouraging active participation in joint projects and creative problem-solving.
· Coordination of Donation Drives and External Volunteering Initiatives and extracurricular company events
· Monitor supplier's vendor management documents to avoid document expiration. Maintain compliance with the terms of the Maintenance contracts and Vendor Management requirements. (Cleaning contracts, Mechanical Contracts, AHU maintenance contracts, Generators, etc)
Competencies
· Comprehend English and Spanish
· Interpersonal communication skills
· Knowledge of administrative and clerical procedures such as word processing systems and filling
What You'll Need
Bachelor's degree in Business Administration, Secretarial Sciences or Office Administration and one to two years of experience.
Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills required of personnel so classified. The reporting relationship may not reflect the most recent changes to the corporate reporting structure.
EQUAL OPPORTUNITY EMPLOYER