Operations Administrator

BMO•Windsor, ON

1d•Onsite

About The Position

Provides a variety of general office support services and clerical tasks to support to one or more business groups and facilitate group operations. Collaborates with internal and external stakeholders to facilitate delivery of business objectives in accordance with applicable policies, processes, and controls. Troubleshoots and resolves routine problems according to policies, standard procedures, schedules, and deadlines and maintains audit trails, or escalates non-routine problems. Supports change management of varying scope and type; tasks typically focused on execution and sustainment activities. Coordinates and schedules work, forecasts resource requirements, monitors work quality, trains staff, and researches and resolves problems. Provides verbal feedback to team members and input to performance appraisals. Assigns tasks within guidelines provided by the manager. Monitors working behaviour and adherence to guidelines. Takes immediate action to address serious infractions of policies or regulations.

Requirements

Typically between 2 - 3 years of relevant experience and/or certification in related field of study desirable or an equivalent combination of education and experience.
Strong knowledge and understanding of the business unit’s key products and services, processes, and controls.
Good understanding of the business unit’s risk and regulatory requirements.
Good knowledge of office equipment used by the business unit, such as photocopiers and printers.
Solid knowledge and understanding of routine procedures and/or processes of the work team.
Strong experience with transactional documentation types, workflow priorities, and deadlines of processing areas that interact with the business unit.
Specialized knowledge.
Verbal & written communication skills - Good.
Organization skills - Good.
Collaboration & team skills - Good.
Analytical and problem solving skills - Good.

Nice To Haves

Certificate in Office Administration is desirable.

Responsibilities

Compiles, copies, sorts, and files records of office activities and business transactions.
Administers a filing system to ensure the availability of business and operational reports, forms, and other documentation.
Creates, maintains, and enters information into databases.
Prepares funding approval requests for department projects.
Tracks, verifies, and processes department budget and capital expenditure invoices.
Resolves or escalates invoice discrepancies in accordance with accounts payable policies, procedures, and vendor agreements.
Assists with the coordination and processing of work orders for equipment warranties, maintenance, and repairs (e.g. documents, tracks, and communicates maintenance requests to appropriate areas for execution).
Maintains office supplies inventory, checks inventory of supply stocks, places and facilitates the execution of office supply orders, and verifies receipt.
Schedules meetings and coordinates applicable audio-visual equipment, catering, room setup, and conference calls.
Books travel arrangements and prepares itineraries for management.
Answers central phone lines, responds to and resolves or escalates inquiries for resolution
Supports the development of tailored messaging by writing, editing, and distributing communications materials (e.g. correspondence, agendas, presentations, proposals, reports, bulk emails, and policies and procedures) and dispatching outgoing communication.
Processes modifications and updates to departmental procedures for manager’s approval, ensuring new information and procedures are provided to the team.
Verifies staff timesheets and collects and tracks staff attendance data (e.g. overtime, sick, and vacation time) in accordance with applicable guidelines to ensure consistency and determine staff availability.
Liaises with internal business units and external vendors to coordinate and implement changes to premises to accommodate incoming and outgoing staff and contractors (e.g. relocations, office planning and new furniture requirements) with minimal interruptions to business operations.
Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
Analyzes issues and determines next steps.
Broader work or accountabilities may be assigned as needed.
Take measured risks while protecting the bank by applying our Risk Management Framework in the execution of your role, in line with our Risk Culture and within our approved Risk Appetite, making sound and risk informed decisions that align to business strategy, protect assets, and adhere to applicable policy documents (Frameworks, Policies, Standards, Procedures and Supporting documents), laws and regulations.