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ADMINISTRATIVE ASSISTANT

OPERATIONAL EXCELLENCE DEPT

FIRSTBANK PR

Our Company

At FirstBank PR, we strive to be a trusted advisor 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 Department in line with established services and performance goals, coordinating meetings; answering phone calls, attending visitors; managing incoming and outgoing mail; preparing tables, reports, and letters; and managing client’s inquiries. The position should adapt to evolving office needs and deliver comprehensive support to the department.

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.

• Handle sensitive information and documents with a high degree of professionalism and discretion.

• Prepare meeting agendas, distribute relevant materials, and record minutes during meetings for documentation and follow-up.

• Support the dissemination of important announcements and updates within the department.

• 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.

• Attends visitors and other staff maintaining an appropriate service level.

• Creates spreadsheets; drafts 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

• Prepares approval request form and related evidence to process travel and credit card expenditures.

• Handles all aspects of travel arrangements and logistics, including air, hotel and transportation reservation and expense reporting for office related travel.

• Scans files and retrieves Corporation’s documents, records and reports.

• Establishes and keep records organized and administers filing system. Maintain organized and secure filing systems for physical and electronic documents, ensuring compliance with data privacy and retention policies.

• Disseminates information by making phone calls, mail services, and electronic mailing, in compliance with the corporate guidelines and procedures.

• Manages the incoming and outgoing mail for the Department.

• Interacts with Purchases, Information Technology and Building Services, ensuring service orders are placed and complete in a satisfactory manner.

• Assists management in general budget duties and invoice processing, as requested.

• 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.

• Assist in planning and executing departmental events, workshops, and training sessions.

• Assists management in general duties as requested.

• Suggest and implement process improvements related to administrative workflows and client service delivery.

• Develops and runs special projects requested by management.

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 three to five years of experience. The incumbent must write, speak and comprehend English.

EQUAL OPPORTUNITY EMPLOYER