Business Operations Coordinator

3 days ago

Toronto, Ontario, Canada BMO Full time
Job Summary

We are seeking a highly motivated and organized Business Support Specialist to join our team at BMO Financial Group. As a Business Support Specialist, you will provide administrative support to one or more business groups, facilitating group operations and collaborating with internal and external stakeholders to deliver business objectives.

Key Responsibilities
  • Provide general office support services and clerical tasks to support business groups.
  • Collaborate with internal and external stakeholders to facilitate delivery of business objectives.
  • Troubleshoot and resolve routine problems according to policies, standard procedures, schedules, and deadlines.
  • Support change management of varying scope and type, focusing on execution and sustainment activities.
  • Coordinate and schedule work, forecast resource requirements, monitor work quality, train staff, and research and resolve problems.
  • Provide verbal feedback to team members and input to performance appraisals.
  • Assign tasks within guidelines provided by the manager.
  • Monitor working behavior and adherence to guidelines.
  • Take immediate action to address serious infractions of policies or regulations.
  • Compile, copy, sort, and file records of office activities and business transactions.
  • Administer a filing system to ensure the availability of business and operational reports, forms, and other documentation.
  • Create, maintain, and enter information into databases.
  • Prepare funding approval requests for department projects.
  • Track, verify, and process department budget and capital expenditure invoices.
  • Resolve or escalate invoice discrepancies in accordance with accounts payable policies, procedures, and vendor agreements.
  • Assist with the coordination and processing of work orders for equipment warranties, maintenance, and repairs.
  • Maintain office supplies inventory, check inventory of supply stocks, place and facilitate the execution of office supply orders, and verify receipt.
  • Schedule meetings and coordinate applicable audio-visual equipment, catering, room setup, and conference calls.
  • Book travel arrangements and prepare itineraries for management.
  • Answer central phone lines, respond to and resolve or escalate inquiries for resolution.
  • Support the development of tailored messaging by writing, editing, and distributing communications materials and dispatching outgoing communication.
  • Process modifications and updates to departmental procedures for manager's approval, ensuring new information and procedures are provided to the team.
  • Verify staff timesheets and collect and track staff attendance data in accordance with applicable guidelines to ensure consistency and determine staff availability.
  • Liaise with internal business units and external vendors to coordinate and implement changes to premises to accommodate incoming and outgoing staff and contractors with minimal interruptions to business operations.
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.
  • Certificate in Office Administration is desirable.
  • 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.
What We Offer

BMO Financial Group offers a competitive salary and a comprehensive benefits package, including health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. We are committed to an inclusive, equitable, and accessible workplace and strive to help our employees grow and make an impact.

To learn more about our company culture and benefits, please visit our website.

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