Title:  Receptionist / Administrative Assistant, Facilities

Requisition ID: 262264
Employee Referral Program – Potential Reward:   

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Purpose

Contributes to the overall success of the Operations, The Bank of Nova Scotia Trust Company (Bahamas) Limited (International Wealth Distribution & Pensions) in Nassau, Bahamas ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Perform all duties relating to switchboard operations and the greeting and accommodation of visitors to the building, in a courteous, professional and efficient manner. Assist with the opening and sorting of incoming mail and courier packages.

Assist the Facilities Administrator with daily operations including filing and processing of incoming/outgoing payments/communication recovery charges in the OTS and acceptance of other deliveries to the Trust Company.

Accountabilities

Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
- Operate multi-line phone system in a professional and efficient manner. 
- Respond promptly to incoming calls, routing these to the intended recipient or alternatively taking appropriate messages and in general giving the maximum assistance possible to the caller. 
- Ensuring that the atmosphere in the lobby is maintained at a professional level. 
- Monitor security cameras from the monitors located on the receptionist desk. 
- Maintain visitor logbooks. 
- Ensure that proper order is maintained in the parking lots.
- Update telephone and parking lists as necessary. 
- Meeting Preparation - Preparing meeting rooms, arranging necessary materials, and ensuring all technology is set up and functioning. 
- Communication - Relaying messages and information between clients and financial advisors, ensuring effective communication. 
- Managing Appointments - Scheduling and confirming appointments, managing calendars for financial advisors and executives.
- Coordination - Coordinating with other staff members to ensure smooth office operations. 

Contribute to the swift and accurate completion of customer and Bank business by:
- Coordinating the receipt of incoming packages and the dispatch of outgoing packages.
- Sort, open and supervise the distribution of all mail. 
- Ensure proper records are being kept for registered mail and delivery/receipt of mail and courier packages. 

Contribute to the efficient day-to-day operation of the Department by:
- Post all payment to the OTS (Bahamas & Miami). 
- Assisting with the placement and follow up of orders placed with Trust Company vendors for office supplies and building equipment etc. 
- Assist with the processing of communication and other recovery charges in the OTS. 
- Ensure that proper order is maintained in the parking lots. 
- Verifies Swift payments. 
- Posting payments in CMS 
- Reconciliation of Petty cash 
- VAT Reconciliation. 
- Scan/Filing all entries to Trust folders. 
- Prepare couriers Excel spreadsheet for recoveries processing. 
- Recover courier, telephone, and swift charges monthly. 
- Liaising with local finance team, auditors, BNST management teams, Landlord and other professionals for advice and recommendations. 
- Investigation of outstanding reconciliation items 
- Prepare general correspondences that relates to account payable and premises. 
- Assist and Support of Assistant Manager of Facilities in Unit Deliverables. 
- Performing other duties as assigned from time to time. 

Education / Experience

The incumbent should at least be a high school graduate and have some experience in or familiarity with switchboard operations. The incumbent should have good communication skills, particularly oral, that would allow for clear and literate dialogue with callers. The incumbent should also possess computer skills and have basic accounting knowledge. 

Purpose

Contributes to the overall success of the Operations, The Bank of Nova Scotia Trust Company (Bahamas) Limited (International Wealth Distribution & Pensions) in Nassau, Bahamas ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Perform all duties relating to switchboard operations and the greeting and accommodation of visitors to the building, in a courteous, professional and efficient manner. Assist with the opening and sorting of incoming mail and courier packages.

Assist the Facilities Administrator with daily operations including filing and processing of incoming/outgoing payments/communication recovery charges in the OTS and acceptance of other deliveries to the Trust Company.

Accountabilities

Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
- Operate multi-line phone system in a professional and efficient manner. 
- Respond promptly to incoming calls, routing these to the intended recipient or alternatively taking appropriate messages and in general giving the maximum assistance possible to the caller. 
- Ensuring that the atmosphere in the lobby is maintained at a professional level. 
- Monitor security cameras from the monitors located on the receptionist desk. 
- Maintain visitor logbooks. 
- Ensure that proper order is maintained in the parking lots.
- Update telephone and parking lists as necessary. 
- Meeting Preparation - Preparing meeting rooms, arranging necessary materials, and ensuring all technology is set up and functioning. 
- Communication - Relaying messages and information between clients and financial advisors, ensuring effective communication. 
- Managing Appointments - Scheduling and confirming appointments, managing calendars for financial advisors and executives.
- Coordination - Coordinating with other staff members to ensure smooth office operations. 

Contribute to the swift and accurate completion of customer and Bank business by:
- Coordinating the receipt of incoming packages and the dispatch of outgoing packages.
- Sort, open and supervise the distribution of all mail. 
- Ensure proper records are being kept for registered mail and delivery/receipt of mail and courier packages. 

Contribute to the efficient day-to-day operation of the Department by:
- Post all payment to the OTS (Bahamas & Miami). 
- Assisting with the placement and follow up of orders placed with Trust Company vendors for office supplies and building equipment etc. 
- Assist with the processing of communication and other recovery charges in the OTS. 
- Ensure that proper order is maintained in the parking lots. 
- Verifies Swift payments. 
- Posting payments in CMS 
- Reconciliation of Petty cash 
- VAT Reconciliation. 
- Scan/Filing all entries to Trust folders. 
- Prepare couriers Excel spreadsheet for recoveries processing. 
- Recover courier, telephone, and swift charges monthly. 
- Liaising with local finance team, auditors, BNST management teams, Landlord and other professionals for advice and recommendations. 
- Investigation of outstanding reconciliation items 
- Prepare general correspondences that relates to account payable and premises. 
- Assist and Support of Assistant Manager of Facilities in Unit Deliverables. 
- Performing other duties as assigned from time to time. 

Education / Experience

The incumbent should at least be a high school graduate and have some experience in or familiarity with switchboard operations. The incumbent should have good communication skills, particularly oral, that would allow for clear and literate dialogue with callers. The incumbent should also possess computer skills and have basic accounting knowledge. 

Location(s):  Bahamas : New Providence : Nassau 

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.  

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our  Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.