Commercial Centralized Operations Coordinator ,Montreal

Scotiabank•Montreal, QC

1d•Hybrid

About The Position

As a key member of the Commercial Workplace Operations Team, the Operations Coordinator is responsible for supporting the successful delivery of Commercial Banking strategies as they relate to physical premises and expense management. The coordinator will be accountable for Commercial offices within assigned regions and is required to be based out of a designated Main Office, providing in-person support a minimum of four days per week.

Requirements

Flexibility to adapt to environment and business needs.
Customer service focus
Driven to build strong relationships.
Curiosity to uncover ways to streamline processes and assist our partners to achieve their goals.
Good verbal and written communication skills including presentation skills (small to medium sized groups)
Able to work in a fast-paced environment with minimum supervision while collaborating and dealing effectively with issues and interacting with internal and external parties.
Strong organizational skills and ability to set priorities and manage time.
Knowledge of MS Office (Teams, Word, Excel, Outlook, PowerPoint)
In addition to French, the successful candidate must also have sufficient knowledge of English, as the work involves interacting and collaborating regularly with groups and individuals based in Toronto, as well as constantly interacting with other people, including clients, who speak English, locally and elsewhere.

Responsibilities

Main point contact for premise-related requests for Commercial Banking employees in the assigned region and provide operational support.
Represent and advocate on behalf of the staff to the project teams, internal and external vendors.
Manage applicable communications to and from the Office population via the designated channels.
Track and report known Office expenses & capacity to inform the finance work stream for accurate reporting and management.
Deliver Office orientation for new employees, to ensure they work productively in the assigned working model including how to use meeting room technology.
Support all aspects of the Office both onsite and through the mastery of multiple platforms: MS Teams, Office Space, Workplace and MS Office suite.
Maintaining records of keys / security credentials relating to premises and controlling access.
Proactively coordinate with Building Services or Real Estate on issues with cleaning, HVAC, lighting etc. to ensure any operational, janitorial issues are resolved quickly.
Record and escalate all premise deficiencies ensuring all outstanding items are completed using the appropriate channels (Facilities, Real Estate Small Projects, Technology, AV Team, etc.).
Ensuring stationery and amenities are fully stocked and replenished as necessary, including arranging for off-site storage & destruction of files.
Ensuring all external vendors (coffee, plants, shredding etc.) are engaged for timely service and all expenses are processed and tracked.
Responsible for submitting and tracking invoices and escalate as necessary. Expenses of the teams are to be recorded and reported on a monthly, quarterly and annual basis.
Participate in the OHS committee to ensure the Office is compliant with required standards, including communication to teams and ensuring each office has adequate Fire Wardens, First Aid Attendants and Health and Safety representatives.