Specialist, Operational Support

2 weeks ago

Ontario, Canada BMO Financial Group Full time

VIRTUAL59 - HomeRes - ON - BMO XXXXX Ontario,X0X 0X0

B2COperations

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 and oversee delivery of business objectives/deliverables 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. Specifically, this role is accountable for (1) Leading special high risk processing activities on Global Plus (2) Oversee on-boarding, liaising with Capital Markets treasury team and monitoring cash forecasting and trading commitments associated with new Private Trust clients (3) Design and implement Quality Assurance testing and reporting for the Private Banking Operations team (4) Oversee process documentation and SOP updates and (5) Identify and implement opportunities to create capacity on the team.
- Provides advice and guidance to assigned business/group on implementation of solutions.
- Helps determine business priorities and best sequence for execution of business/group strategy.
- Ensures alignment between stakeholders.
- Manages databases and provides support for analysis, forecasting and/or data visualization, ensuring adherence with data governance standards.
- Coordinates the management of databases; ensures alignment and integration of data in adherence with data governance standards.
- Designs and produces regular and ad-hoc reports, and dashboards.
- Leads or participates in defining the communication plan designed to positively influence or change behaviour; develops tailored messaging; and identifies appropriate distribution channels.
- Provides input into the planning and implementation of operational programs.
- Recommends changes in procedures and resources.
- 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
- 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 mínimal interruptions to business operations.
- Focus is primarily on business/group within BMO; may have broader, enterprise-wide focus.
- Exercises judgment to identify, diagnose, and solve problems within given rules.
- Works independently on a range of complex tasks, which may include unique situations.
- Broader work or accountabilities may be assigned as needed.** Qualifications**:

- Typically between 4 - 6 years of relevant experience and post-secondary degree in related field of study or an equivalent combination of education and experience.
- Solid knowledge and understanding of the business unit’s key products and services, processes, and controls.
- Strong understanding of the business unit’s risk and regulatory requirements.
- Solid knowledge and understanding of routine procedures and/or processes of the work team.
- Solid knowledge of transactional documentation types, workflow priorities, and deadlines of processing areas that interact with the business unit.
- Technical proficiency gained through education and/or business experience.
- Verbal & written communication skills - In-depth.
- Collaboration & team skills - In-depth.
- Analytical and problem solving skil

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