Job Information
FirstBank PR OPERATIONS SPECIALIST - E-BANKING in Miami, Florida
OPERATIONS SPECIALIST
Job Summary:
The Operations Specialist is responsible for the following: administrative support to the Operations Director and the management of the vendor management, operational production logs integration and summary and other operational special projects. Other responsibilities comprise operational support to the Department/Unit in line with established services and performance goals. Attends, controls and coordinates phone calls, visits, meetings, filing when needed and incoming and outgoing mailing.
Essential Responsibilities:
Coordinating unit calendars, meetings and conference calls with internal/external parties/clients, as needed
Coordinating travel arrangements including processing travel and credit cards expenditures
Composes and directs written communication within and outside the Bank. Prepares (Spanish and English) letters, memos, electronic mails, proposals, reports, and other related documents, reviewing submitted materials and documents for format, content and grammar
Providing assistance and/or preparing reports, statistics, graphics, tables and presentations, as requested
Ability to analyze data and summarize in an effective manner in documentation to be presented for decision purposes. Creates presentation materials, spreadsheets, customized reports and related documents.
Ability to prioritize different tasks to ensure flawless execution of tasks at hand.
Managing and maintaining normal office supplies inventory, equipment, business forms, and other resources for the Department/Unit; also preparing purchase requisitions as needed.
Attending visitors and other staff maintaining and appropriate service level.
Manages the Operations Corporate Retention Policy within corresponding Corporate and regional standards
Manages the Vendor Management program within corresponding Corporate and regional standards
Organizes meetings by arranging:
Writes and/or edits formal FirstBank communications such as, but not limited to :
Holds confidential all company business and material.
Prepares agendas for meetings and takes minutes at meetings and functions, as applicable.
Manages various and diverse projects and is able to work independently to complete projects.
Proactively anticipates the needs of the Operations Director.
Must communicate effectively with all internal and external parties.
Meets quality and productivity standards and deadlines established by the Operations Director.
Communicates accurately and professionally via telephone and in person with visitors and FirstBank staff.
Analyzes and organizes office operations and procedures such as preparation of reports, information management, filing systems, requisition of supplies, and other clerical services.
Processes letters of technical and confidential nature.
Screens telephone calls and visitors.
Maximizes office productivity through proficient use of appropriate software applications.
Researches and develops resources that create timely and efficient workflow
Other Responsibilities:
Provides support to other OPERATIONS DEPARTMENTS areas, as instructed by management and/or needed.
Performs other duties and special projects as assigned or directed.
Works on different special projects as assigned by management.
Independence of Judgment:
The degree of judgment is related to the compilation and/or presentation of simple information as well as data processing and/or presentation of possible recommendations.
Impact of Errors:
The impact of errors of this position could affect departmental activities and other department’s activities and will affect bank’s compliance with regulatory agencies.
Supervisory Responsibilities:
This position has no direct supervisory responsibilities.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Specific vision abilities required by the job include close vision and distance vision. While performing the duties of this Job, the employee is regularly to sit, use hands to finger, handle, or feel and take hear. The employee is occasionally required to stand and walk. May be required to move boxes or packages not exceeding 10 pounds in weight.
Work Environment:
Employees in this job work in an office environment with a comfortable room temperature, good lighting, and quiet condition.
Generally, the job will be performed from main offices in 800 Watreford Way. In certain instances, the person should be required to be at the operations center currently at 9795 South Dixie Highway.
Competencies:
The competencies detailed below are the behaviors to be exhibited by the incumbent while performing his/her duties as it relates to our corporate values, culture and philosophy.
Initiative and Business Perspective:Strives to know the business and promotes new initiatives to improve properties conditions and daily operations.
Communication Skills:Excellent verbal and written communication in both English and Spanish. Ability to adapt to different types of persons, convey an effective message and isten properly to align needs and ensure a proper outcome for all parties involved.
Customer Service:Seeks to satisfy and exceed the interests, expectations and needs of the customer (internal and external) within the highest standards established within the Corporation
Innovation:Integrates the creation, enhancement and the changes in the compliance with his/her functions to maximize the effectiveness of the job and originate benefits to the Corporation.
Corporate Compliance:Demonstrate the values of the Corporation: Integrity, Respect, Responsibility, Support, Innovator, Agile, Compromised with Quality, Customer Focus, “Solidario con la Comunidad”.
Quality: Demonstrates accuracy and thoroughness and looks for ways to improve and promote quality.
Team Work: Contributes to building a positive team spirit
Ethics:Treats people with respect and upholds organizational values maintaining composure, tact, and courtesy that could be routinely high volume and demanding.
Multi Task: Is able to manage various requirements at the same time and able to plan ahead to ensure these are met effectively and efficiently.
Organizational Support:Follows policies and procedures and completes administrative tasks correctly and on time.
Responsive:Seeks to address inquiries and requests on an expedited manner.
Computer literate: (Outlook, Word, Excel, and Power Point)
Analytical skillsKnowledge of:Office Administration Systems and Project Management
Minimum Requirements:
A Bachelor’s Degree in Business Administration. The incumbent must have from three to five year of experience on a similar position in an office environment.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER