Office Coordinator, Capital Markets

BMO•Montreal, QC

1d•CA$45,500 - CA$84,500•Onsite

About The Position

The Office Coordinator manages a variety of administrative/operational related initiatives to ensure the efficient upkeep of the office. Coordinates logistics related to client services, facilities management, floor operations, employee movement, building/vendor relations and professional support, ultimately providing a positive employee and client experience. As the key contact for visiting clients and internal personnel, the Office Coordinator will provide a critical first and lasting impression of the business, setting the tone for a positive, friendly, efficient, and professional image of the Bank. The Office Coordinator will monitor and ensure that all established administrative and operational processes and control standards are followed, thus contributing to the effective and efficient operation of the business group.

Requirements

Requires a minimum of 3 years’ experience in an administrative / professional support function, with at least 2 years in a similar role, working in a complex and fast paced environment, managing conflicting priorities
Post-secondary education in a related field preferred
Previous experience with project coordination / project management preferred
Working knowledge of bank financial processing standards, and key business processes
General business knowledge and understanding of the organizational unit, its functions and products and customer groups
Solid understanding of processes, policies and procedures required for supporting the business unit
Basic level knowledge of financial and accounting principles, and human resources policies
Experience and comfort with developing or improving policies and procedures
Strong communication skills, both written and verbal
Must be fluent in written and verbal French & English
Strong project management skills required to coordinate and lead a variety of initiatives
Extremely detail oriented and very well organized, and able to manage time and multi-task to accomplish a wide variety of tasks, and conflicting priorities
Intermediate level PC skills (MS Office: Excel, Word, PowerPoint, Outlook)
Superior customer service skills
Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships
Ability to learn about the organization and the supported business unit’s uniqueness and then use this knowledge to carry out accountabilities
Ability to work both independently, as well as part of a cohesive team
Ability to deal with confidential materials in an appropriate manner and use discretion
Problem solving / balancing changing priorities

Responsibilities

First point of escalation for day to day premise issues within regional office
Place various work order requests with Building Management for floor facilities / maintenance repairs regarding temperature (hot/cold), light bulb replacements, cleaning requests, etc.
Act as the Tenant Contact with Building Management, liaising with building staff (property management, cleaners, security, mailroom personnel etc.) for floor matters, communicating updates to Office Manager as required and handling any necessary floor wide communication of updates to all staff
Coordinate all boardroom reservations for internal and external meetings, ensuring compliance is upheld at all times, arranging associated logistics (catering, IT requirements, meeting materials) to ensure business requirements are met
Coordinate all out of town visitor office and workstation requests
Coordinate and maintain all Security Passes. Ensure there are adequate guest passes available and that records are up to date, meeting audit and compliance requirements
Order and maintain all stationery, kitchen and floor supplies, ensuring appropriate billing to department cost centres and monitoring/replenishing stock levels at all times. Organize and tidy supply areas as needed.
Order business cards for professionals as required
Manage vendor/supplier relations. Coordinate and resolve issues with internal and external vendors and service providers, managing vendor agreements and coordinating invoicing
Assist team with adhoc projects and assignments related to office operations and administration, successfully delivering against well communicated deadlines
Office Contact for Emergency Response Procedures – Floor Warden, assist in facilitating training sessions, maintain contact with building management, communicate necessary updates to staff
Manage the Employee Update Notification (EUN) process and facilitate employee movement (new hires/transfer/exit) requirements. Coordinating with various support groups, including but not limited to Hiring Manager, Information Technology, Human Resources, Security and Compliance, ensuring process is in-line with audit requirements. Maintain related documents and organizational systems
Management of employee onboarding including desk set-up, login, phone, security card and new hire kit
Ensures that new employees have a positive first day experience with BMO CM
Provide new professional staff company policies, computer and desk set-up, health & safety information and acts as the point person for new staff, ensuring a smooth onboarding process
Maintain floorplan and complete regular updates (both in Serraview and own internal template). Facilitate moves, desk reassignments etc.
Assist with Real Estate projects as directed by VP, CM Real Estate
Liaise with IT to facilitate printer and binding equipment repairs as needed, provide back-up IT support for basic troubleshooting, setup of Video Conference and laptop requirements, Wi-Fi setup, etc.
Assist IT with ad-hoc projects, ensuring updates related to technology are appropriately communicated to impacted staff
Build and maintain productive partnerships with local and visiting senior executives and their support staff – ensuring we are meeting support needs in the office at all times
Provide back-up coverage to Senior Administrative Assistants and Executive Assistants for their professionals as needed, during peak-periods and/or vacation coverage
Greet all clients, visitors, vendors, and other internal members of the organization, directing them appropriately, providing prompt and courteous service in order to ensure the satisfaction of all internal and external stakeholders
Function as the first point of contact for office inquiries (via email, phone, and in-person). Direct requests to the appropriate area / person in a helpful, timely and professional manner
Coordinate all incoming and outgoing mail and couriers
Coordinate office meetings and client events
Maintain general appearance of reception area and meeting rooms, ensuring appropriate representation of the BMO brand.
Replenish stock levels in meeting rooms and kitchens – coffee, water, dishware/cutlery, etc.