Job Summary :
The Business Support Rep. performing receptionist duties acts as the first point of contact for visitors arriving at Platinum Banking facilities and also receives and routes phone calls received at PB.
Ensures the appropriate flow of visitors, customers, as well as coordinate meetings, conference schedules and perform clerical and administrative duties to support the departmental operations and providing customer service support.
Essential Responsibilities :
Welcome customers and visitors to the facilities and refers them to the appropriate staff member.
Manages the daily phone calls of the Department, and transfers when appropriate.
Receives and verifies the mail on a daily basis. Opens and distributes the mail for the different members of the unit.
Performs clerical and administrative duties to support the departmental operations.
Maintains the reception area in optimum conditions.
Provides and coordinates unit calendars, meetings and conference calls with internal and external clients as needed.
Communicates with other Units to guarantee the services needed for the Unit’s operation.
Prepares and evaluates documents needed to complete his / her work activities, guaranteeing its completeness and accuracy.
Composes letters, reports, memos, and other documents using the computer.
Prepares labels and folders, keeping the filling system current. Responsible of performing a final quality of the "digitalized" documents in the customer file.
Gathers Unit’s office supplies needs information and prepares requisition as to fulfill the need. Maintain an adequate inventory of office supplies.
Assists management in general duties as requested.
Develops and runs special projects requested by management.
Other Responsibilities :
Provides support in other administrative tasks in the department, as required.
Independence of Judgment :
Employee work under direct supervision with little discretion to vary how tasks are performed or scheduled.
Supervisory Responsibilities :
This job has no direct supervisory responsibilities.
Impact of Errors :
The impact of errors of this position could affect the quality of service to customers, the job and department activities and other departments’ activities or external service.
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 this job include close vision and distance vision. While performing the duties of this Job, the employee is regularly required to sit;
use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and walk. May be required to lift and move boxes or packages not exceeding 10 pounds in weight.
Occasionally extended work hours may be necessary.
Work Environment :
Employees in this job work in an office environment with a comfortable room temperature, good lighting, and quiet conditions.
The competencies detailed below are the behaviors to be exhibited by the incumbent while performing his / her duties as relates to our corporate values, culture and philosophy.
Fully bilingual (Spanish / English) is required
Strong skills on verbal / written communications
Experience / knowledge on general office work
Knowledge of administrative and clerical procedures such as word processing systems (Microsoft Office) and filling
Customer service : responds to requests for service and assistance
Team Work : balances team and individual responsibilities and contributes to building a positive team spirit. Interpersonal communication skills.
Ethics : treats people with respect; works with integrity and ethically; and upholds organizational values
Innovation : generates suggestions for improving work; meets challenges with resourcefulness; and develops innovative approaches and ideas
Quality : demonstrates accuracy and thoroughness and looks for ways to improve and promote quality
Minimum Requirements :
Associate Degree in Business Administration, Secretarial Sciences, Office Administration or equivalent experience and one to two years of experience in customer service or general office work.
The employee must have good presence and good diction.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER