Office Coordinator

105-119-129 rue St-Jacques O MONTREAL Quebec,H2Y 1L6

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**:
**1)Office**Operations**:

- 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
- Oversee Admin/Operations shared calendar, populating with critical updates of floor activities, key meetings/events and senior leader visits
- 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, Office Manager, 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
- Update and maintain CM telephone directories
- 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
- Responsible for local Business Continuity Plan (BCP) updates, testing and ensuring emergency reference wallet cards are updated yearly or as changes are required
- 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 co