Operations Coordinator

Requisition ID: 269578

Employee Referral Program - Potential Reward: $0.00

We are committed to investing in our employees and helping you continue your career at ScotiaGBS

Purpose

Contributes to the overall success of the Finance Services Unit in Colombia 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. The Operations Coordinator position is responsible for supporting the Finance Services Management team, and performing the administrative duties for the department. The Coordinator will oversee and perform the management of all administration functions relating to the day to day operations of the Finance Services Unit.

Accountabilities

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Act as a point of contact for guests, partners and employees of Bogota site.
• Coordinate agenda, minutes and logistics for Finance Services Unit Leadership team meetings, site visits, trips, among others:

a) Responsible for putting together and sending out the agenda for the Leadership Meeting based on frequency.

b) Responsible for scribing, preparing and sending out the minutes of the Leadership Meeting before the next meeting.

c) Coordinate as per request, meeting invites to attendees listing and coordination of meeting rooms and any other equipment necessary for the meetings.

d) Coordination of any required transportation arrangements such as air tickets, taxis, hotel and restaurant reservation for site visits.

e) Coordination and support to the VP’s agenda in case of a visit.

• Support the timely and accurate management of expenses for the Finance Services Unit and Leadership Team by ensuring prompt submission of invoices and/or expense reports. Complete all expense reports, to ensure accuracy, on a monthly basis as well as the bills and receipts are submitted.
• Support the Leadership team in their ability to effectively deliver objectives and results through administrative activities including:

a) Photocopying, printing, creating and maintaining spreadsheets/center reporting.

b) Maintaining and ordering office supplies and equipment.

c) Coordinating / organizing mail, courier and shipping.

d) Point of contact for supply and event vendors, etc.

e) Act as a TLO (for Bogota) in order to prepare and request IT ticket services in case of any disruption in computers, accesses and telephones in the unit.

f) Maintain Managers and site vacation schedule.

• Support the production, coordination and general communications of the Finance Services Unit:

a) Updating and maintaining content for print-based communication channels/display boards in the Centre.

b) Updating and maintaining the employee email groups.

c) Reviewing staff suggestions and distributing to appropriate area for response. Posting response in appropriate medium for review by staff.

Champions a high performance environment and contributes to an inclusive work environment.

• Maintain accurate and up to date phone lists for the Finance Services Unit, including those for BCP purposes. Maintain organization chart and prepare staff requisitions to cover vacancies.
• Maintain the BCP plan updated with all the migration processes.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Actively pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
• Champions a high performance environment and contributes to an inclusive work environment.

Education / Experience / Other Information

• Excellent interpersonal skills: Represents the department as the first contact for visitors, staff, and vendors. Must maintain strong relationships with Leadership Team, handle confidential matters discretely, and remain calm under pressure.
• Excellent verbal and written communication skills: Must be able to effectively direct incoming calls from multiple sources, and take detailed messages where appropriate. Must be able to correct spelling/grammar/vocabulary on outgoing material, and complete and distribute accurate minutes for business meetings attended.
• Task and results-oriented, self-motivated, and highly organized: must effectively and efficiently multi-task to handle high volumes of work under strict deadlines, prioritising the workload as required. Able to demonstrate flexibility with working outside normal schedule as required meeting business needs.
• Customer focused: use interpersonal, listening, communication and negotiating skills to deal with staff at all levels, including clerical, supervisory/management, senior management within the Finance Services Unit, other key internal partners and third-party vendors.
• Good time-management skills: able to work on multiple assignments and be adaptable to changing priorities.
• Advance level of English/Spanish (spoken/written).
• Knowledge and proficiency in Microsoft Office Suite, i.e. Microsoft Outlook, Microsoft Word, PowerPoint and Excel, to enable the incumbent to professionally, accurately and efficiently produce Word documents and presentations as required by the Leadership team.
• Undergraduate or graduate University degree as Administrative, Economics, Business or Accountant.
• 1 or 2 years of experience in administrative matters.

Working Conditions

Work in a standard office-based environment; non-standard hours are a common occurrence

Location(s): Colombia : Bogota : Bogota

Scotia GBS is a Scotiabank Group company located in Bogota, Colombia created to support different processes of the Bank and the development and execution of its global services strategy in 15 countries in the Americas. It is composed of 7 service units. We offer an inclusive, positive work environment, and competitive benefits.

At ScotiaGBS, 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. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at ScotiaGBS; however, only those candidates who are selected for an interview will be contacted.