Office Coordinator

Address:

BMO Capital Markets is a leading, full-service financial services provider. We offer corporate and investment banking, treasury management, as well as research and advisory services to clients around the world. #bmocapitalmarkets

MANDATE:

The Office Coordinator manages a variety of administrative/operational related projects 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.

KEY ACCOUNTABILITY:

Office Operations (50%) Administrative/Professional Support (25%) Internal/External Client Service (25%)

SPECIFIC ACCOUNTABILITIES:

• 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
• Participate in quarterly and semi-annual audits, coordinating with IT, building security and business units to gather requirements and ensure compliance measures are upheld at all times
• 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 Office Manager, Information Technology, Human Resources, Voice Services, 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 Office Manager
• 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

• Provide administrative support to senior professionals as required, may include (but not limited to) expense processing, travel arrangements, calendar management, coordinating events and pitchbook printing/binding

• 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.

AUTHORITIES:

• Auditing- Ensures that tracking meets established standards, escalating for resolution where appropriate
• Advisory- Provides advice or suggests how to improve standard processes. Provides resolution on administrative or operational matters
• Autonomy- Works independently to accomplish tasks within scope of job

• Decision Making- Makes informed decisions in fielding requests, coordinating meetings, managing calendars, and in responding to inquiries
• Security- Ensuring effective and diligent tracking of all security access cards to meet audit and compliance requirements. Effectively escalate any security complaints or potential breaches

CROSS-FUNCTIONAL RELATIONSHIPS:

• Interacts and collaborates regularly, as a critical function, with all staff within the business and with cross-functional business units to carry out accountabilities, to develop and recommend alternatives, and to implement improvement opportunities. Develops and leverages relationships to achieve desired outcomes
• Interacts regularly with various internal lines of business and departments to accomplish administrative or coordination tasks, and with other advisory or support units when matters arise that require their involvement, or to develop and implement business process improvements. Manages relationships with vendors and suppliers to meet the requirements of the business unit

• Interacts with several senior leaders to accomplish administrative and operational objectives
• Works in conjunction with other Office Coordinators / Operations personnel across North America, reporting into VP Strategy & Business Transformation

KNOWLEDGE AND SKILLS:

Experience:

• Minimum of 2 years’ experience in an administrative / professional support function, working in a complex and fast paced environment
• Professional office experience is required
• Customer service / reception

Skills:

• 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)
• Strong communication skills, both written and verbal
• 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

Compensation for this role in Vancouver is a range of $60,000- - $70,000.00 CAD.

The above represents BMO Financial Group’s pay range and type.

Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.

BMO Financial Group’s total compensation package will vary based on the pay type of the position and may include performance-based incentives, discretionary bonuses, as well as other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards

About Us

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO team you are valued, respected and heard, and you have more ways to grow and make an impact. We strive to help you make an impact from day one - for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs. From in-depth training and coaching, to manager support and network-building opportunities, we’ll help you gain valuable experience, and broaden your skillset.

To find out more visit us at https://jobs.bmo.com/ca/en.

BMO is committed to an inclusive, equitable and accessible workplace. By learning from each other’s differences, we gain strength through our people and our perspectives. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.