Workplace Operations Coordinator, SBN

Scotiabank•Toronto, ON

5d•Onsite

About The Position

As part of the Operations team, the incumbent supports the key enablement functions that keep our Business Lines running optimally. As a motivated administrative professional, you will be the front-line support to multiple teams by delivering an exceptional quality of service to clients and employees. The Scotiabank Bay Adelaide Centre is a modern workspace housing an interconnected population who share a common purpose. The job requires skills in service delivery, communication, and administration to ensure employees and visitors of the space are supported and remain productive. The successful candidate is professional, well-organized with excellent time management skills, has a solid knowledge of bank-related computer systems and brings a can-do attitude to ensure first-class experience. The incumbent must have exceptional communication, organization, and administrative skills, work independently, and employ solid judgement in the resolution of problems. The Receptionist ensures all activities conducted are compliant with governing regulations, internal policies and procedures and all learnings are cycled back for future implementations.

Requirements

Minimum 2 year of related experience or equivalent work experience in customer service or hospitality
Excellent and proven customer service focus record
Excellent verbal and written communication skills
Excellent organizational skills, including ability to prioritize and coordinate multiple tasks
Able to work with minimum supervision and in collaboration with a large team
Strong interpersonal skills with the ability to effectively interact with internal partners and external clients and employees at all levels
Intermediate skills in the MS Office (Word, Excel, Outlook, One Note, MS Teams)
Basic skills in OfficeSpace Facility Management Tool
Knowledge of conference/meeting room technology, video conferencing, etc. or ability to learn
Responsive to shifts in direction and priorities and schedules

Responsibilities

Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.
Receive and welcome visitors while supporting first-class client and guest experience by acting as a central point of contact upon arrival. Notifying employees of guest’s arrival to the floor.
Be an expert about all elements of space, technology, and business lines to answer clients’ questions, needs and provide a welcoming environment
Manages and reviews the Visitor Management System to ensure preparations are in place for all appointments and bookings for the floor. Directs clients to appropriate locations or contacts employees to inform them when clients arrive and/or need assistance
Answer telephone in a professional, timely and courteous manner
Always maintain a clean desk and reception area in accordance with the clean desk policy
Supports Senior Leadership with meeting room requests including booking & set-up of rooms, conference room technology, ordering food services and maintain reception area including coffee station and machine.
Accept deliveries and arrange for courier service pick up for mail items, administer to inbound RightFax messages
Assist with security related to key holder responsibilities, badge distribution and the daily opening and closing of the floor main access areas. Ensure security credentials relating to premises and controlling access are adhered to.
Raise with security any suspicious activity.
Assists in providing general administrative support, tasks, and ad-hoc projects on an as needed basis
Manage and maintain shared inbox as primary contact method for support
Equipment management, knowledge of all standard office equipment and meeting room technology as first on site for trouble shooting, place & support service calls as needed. Liaise with office equipment and vendors for maintenance as needed.
Act as contingent staffing for other reception areas as well as Operation Coordinators & Leads, covering absences including breaks, vacations, sick days.
Other relevant administrative and/or project duties/asks as assigned and/or required.
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