Facilities & Administration Coordinator

Trident Trust is a leading independent provider of corporate, trust and fund services to the financial services sector worldwide, employing over 1,100 staff across a global footprint that spans Africa, the Americas, Asia, the Caribbean, Europe and the Middle East. Trident Trust is a leading independent provider of corporate, trust and fund services to the financial services sector worldwide, employing over 1,100 staff across a global footprint that spans Africa, the Americas, Asia, the Caribbean, Europe and the Middle East.

We are seeking a Facilities & Administration Coordinator to join our team in Panama. The successful candidate will be responsible for effective coordination and day‑to‑day management of office facilities and administrative services. The role ensures that workplace operations run smoothly, efficiently, and in compliance with internal policies, while providing reliable administrative support to the organisation and its employees.

KEY RESPONSIBILITIES:

Facilities Management

• Coordinate the maintenance, cleanliness, safety, and functionality of office premises.
• Liaise with external service providers, contractors, and vendors (e.g., cleaning, security, maintenance, utilities).
• Manage office space, seating arrangements, access controls, and workplace logistics.
• Monitor facilities-related budgets, invoices, and service level agreements.
• Ensure compliance with health, safety, and workplace regulations.
• Coordinate office moves, renovations, and set‑ups as required.
• Manage inventory.
• Management of cleaning staff.

Administrative Coordination

• Provide general administrative support to management and staff.
• Oversee office supplies procurement and inventory management.
• Perform receptionist duties: greet visitors, and answer and direct phone calls.
• Coordinate reception, mail, courier services, and administrative workflows.
• Schedule group meetings, maintain calendars, research, and create reports.
• Maintain administrative records, contracts, and documentation related to facilities and services.
• Support the implementation of internal administrative policies and procedures.
• Assist with onboarding and offboarding processes from an administrative perspective (workspace, access, equipment, allocation of parking spaces).
• Coordination and set-up of events (holidays, staff activities, etc.).
• Assist travelers on quotations, purchasing travel tickets, and making hotel reservations.
• Coordinate with Finance department on travel allowance and the purchase of travel insurance.
• Assist in budget preparation and expense tracking.
• Manage office budget in conjunction with the General Manager and the Finance Manager.
• Identify cost-saving opportunities for the office.
• Establish and monitor procedures for record-keeping to include protection, retention, record disposal, retrieval, and staff transfers.
• Design and implement filing systems.
• Ensure filing systems are maintained and current.
  
• Ensure security, integrity, and confidentiality of data.
  

Coordination & Communication

• Act as a primary point of contact for facilities and administrative matters.
• Coordinate with internal stakeholders to address operational needs in a timely manner.
• Escalate risks, issues, or operational gaps to management as appropriate.
• Support audits, inspections, and internal reviews related to facilities or administration.
• Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations, electrical, water supply, air conditioning, parking lots, courier etc).

• Ensure the office is health and safety compliant in accordance with all relevant regulations- fire alarms, sprinkler systems, burglar alarm systems.
• Collaborate with Management Team to ensure there is adequate insurance cover (fire, civil liability, contents).
  
• Responsible for the oversight of office IT equipment and the liaison with TCAR regional IT and local vendor support for any installation and ongoing maintenance.
• Manage office supply inventory and place orders as necessary in accordance with the procurement policy.
• Organise and coordinate disbursement of office supplies including stationery, groceries, bathroom supplies etc.
• Organise and coordinate office cleaning schedule.
• Organise and co-ordinate with suppliers for annual maintenance and ad-hoc repairs of office equipment.
• Manage contract and price negotiations with office vendors, service providers and office lease.
• Coordinate seminars of safety and security in the company.
• Create and lead a safety brigade to include coordinating emergency drills and evacuation plans.
  

AML/Risk Compliance:

• The Employee shall at all times comply with and observe all Anti-Money Laundering, Counter Terrorist Financing and Risk Management policies and procedures stated in Trident Panama’s Compliance Manual.
• The Employee shall at all times comply with all policies and practices outlined in the Employees’ Manual, TTG IT Policy Manual, GDPR policy and any other manual and legislation application to the operations of Trident Panama.
• Review frequently and maintain working knowledge of the provisions of the AML regulations and legislation which are relevant to the discharge of the essential functions stated in this job description.
• Report suspicious transactions to the Head of the Department and/or to the MLRO.

Reporting Line

• Reports to Human Resources Manager
• Works closely with: Human Resources, Finance, IT, and external service providers.

Qualifications & Experience

• Bachelor’s degree or technical qualification in Administration, Business Management, Facilities Management, or a related field (preferred).
• Minimum 5 years of experience in administrative coordination, facilities management, or office operations.
• Fluent in Spanish and English.
• Experience working in a professional services or corporate environment is an advantage.
• Must have exceptional attention to detail.
• Presentation skills.
• Strong organisational and time management skills, and ability to prioritise.
• Uncompromising integrity when handling confidential or sensitive information.
• Excellent communication and interpersonal skills and must be able to concisely express herself when liaising with external stakeholders.
• Strong problem-solving skills and analytical abilities
• Confident and dynamic personality, and must demonstrate initiative and resilience
• Ability to complete tasks and deliverables in a timely and orderly fashion
• Must have a good knowledge of the business activities undertaken and products provided by Trident Trust.
• Demonstrate a high level of business competence in Microsoft Office (Windows – Word, Excel, MS Outlook, etc.).
• Ability to work independently.
• Ability to work well under pressure
• Able and willing to work past and/or outside normal business hours.
• Demonstration of adherence to Trident Trust’s values, policies and systems.

Skills & Competencies

• Strong organisational and coordination skills.
• Excellent communication skills, both written and verbal.
• Ability to manage multiple priorities with attention to detail.
• Problem‑solving mindset and proactive approach.
• Proficient in Microsoft Office tools (Word, Excel, Outlook).
• High level of professionalism, discretion, and reliability.

Working Conditions

• Office‑based role with occasional coordination outside normal working hours if required.
• May involve interaction with multiple departments and external vendors.

Please submit your resume in English to be considered.

The Facilities & Administration Coordinator role is required to work from Mondays to Saturdays.