administrative assistant - San Juan, Puerto Rico - First BanCorp

Descripción

ADMINISTRATIVE ASSISTANT

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 Business Department's administrative reporting, procurement, marketing coordination, as well as traditional office tasks (namely: meeting coordination's; answering phone calls, attending visitors; managing incoming and outgoing mail; preparing letters; and managing clients inquires).

What You'll Need to Succeed

·Generate administrative reports encompassing transactional pipeline, analyst workflow, vacations, visits, and other statistical reports.

·Handles all BB's procurement processing (invoicing, order generation in Oracle, signature follow-up, and receipt verification).

·Handles invoice payment processing in Oracle for external vendors.

·Laison with the Marketing Department regarding coordination of business activities.

·Coordinates BB 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.

·Attends visitors and other staff maintaining and appropriate service 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 Power Point presentations as requested.

·Prepares internal expense report processing (client entertainment, conventions, staff activities, etc.)

·Scans files and retrieves Corporation's documents, records and reports.

·Establishes and keep records, organizes and administers file system.

·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.

·Daily monitors the employee's compliance with institutional norms like assistance, clothing, service quality and behavior.

·Assists management in general duties as requested.

·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:

Sixty credit or Bachelor's Degree in Business Administration, Secretarial Sciences preferable or Office Administration or three years of experience. The incumbent must write, speak, and comprehend English.

First Bank Puerto Rico is a proud to be an Equal Employment Opportunity Employer and takes affirmative action to employ Women, Protected Veterans, People with Disabilities and Minorities regardless of gender identity, sexual orientation, and any other legally protected status.