Facilities and Administrative Assistant

PROVEN Bank (Saint Lucia) Limited is recruiting suitably qualified candidates to fill the positions of:

Facilities and Administrative Assistant

The Facilities and Administrative Assistant will provide operational and administrative support to PROVEN Bank (Saint Lucia) Ltd, contributing significantly to the bank’s operational efficiency. The incumbent will be responsible for coordinating daily administrative tasks, maintaining the bank’s physical infrastructure, managing vendor relationships, and ensuring compliance with health, safety, and regulatory requirements. The role is the liaison between various departments to provide efficient support services, addressing employee and facility needs while consistently delivering ‘Best-in-Class’ customer service.

The successful candidate will have the following key responsibilities:

Facilities and Administrative Support

• Oversee the daily facility operations, ensuring that bank premises are well-maintained, clean, and secure.
• Coordinate with external vendors for maintenance, repair, cleaning, and security services.
• Manage routine inspections and ensure the archive facility and main building comply with local safety, health, and security regulations.
• Record and transcribe minutes/notes of meetings with third-party vendors and ensure follow-through on action items as and when necessary.
• Coordinate emergency preparedness plans, including fire drills, evacuation routes, and safety equipment testing.
• Track facility-related issues and ensure timely resolution of maintenance problems.
• Manage access control systems, including key distribution, access cards, and security protocols.
• Maintain office supplies inventory and ensure proper stocking levels across branches.
• Provide general administrative support to the management team and employees as needed.
• Coordinate meetings, conferences, and events, including arranging logistics, catering, and equipment setup.
• Handle correspondence, document management, and the distribution of mail and packages.
• Assist in budget-tracking facilities and administrative expenses and ensure cost-efficient procurement of supplies and services.
• Develop and maintain organized systems for records and documentation related to facilities management and administration.
• Ensure compliance with bank policies and procedures regarding administrative services.
• Support onboarding processes by providing new employees with necessary office supplies and workspace setup.

Vendor and Contract Management

• Maintain relationships with vendors, contractors, and service providers for facility-related services (e.g., cleaning, security, IT infrastructure, etc.).
• Oversee the procurement process for goods and services, including obtaining quotes, negotiating contracts, and managing purchase orders.
• Monitor vendor performance and ensure services are delivered according to agreed-upon standards.

Health and Safety Compliance

• Ensure compliance with health and safety regulations across all bank locations.
• Conduct regular health and safety audits and address any identified issues.
• Manage workplace safety programs, including employee safety training, incident reporting, and inspections.
• Coordinate with HR and facilities team on ergonomic assessments and necessary workspace adjustments.

Knowledge, Skills and Abilities

Education

• Associate’s Degree in Business Administration or a related field is preferred.
• Knowledge of Occupational Health and Safety standards is an asset.
• A minimum of two (2) years in a related field.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Basic knowledge of Project Management is an asset.
• Basic knowledge of budgeting and financial management.

Key Competencies

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and work effectively under pressure.
• Problem-solving skills with a proactive approach to facility issues.
• Ability to collaborate across departments and with external vendors.

Personal Attributes:

• Strong sense of responsibility and reliability.
• Team player with a positive attitude.
• Ability to work independently and with minimal supervision.

Application deadline: Friday, 1^st November 2024.

Please email careers@weareproven.com if you would like to apply.