Associate, Office

Role Description The Corporate Services function plays a critical role in supporting the operational needs of Canada Branch. Key responsibilities include: Business Partnership & Operational Alignment Foster strong relationships across the organization to gain a deep understanding of operational needs and tailor Corporate Services solutions accordingly. Enhance access to resources, improve service quality, and reduce costs through effective vendor and contractor management. Collaborate closely with internal teams such as Finance, Procurement, and Legal to streamline workflows and support project execution. Make collaborative decisions on the Branch’s operational effectiveness in consultation with supervisors and management. Subject Matter Expertise & Compliance Communicate technical concepts clearly to ensure alignment with business stakeholders and property management teams. Provide relevant advice based on a sound understanding of business operations. Apply knowledge of building regulations to ensure compliance and mitigate risk. Leverage insights into financial services trends to align Corporate Services operations with market developments. Facilities Oversight & Maintenance Maintain a comprehensive inventory of maintenance projects, prioritizing based on safety, cost, and business impact. Oversee project execution using internal resources or external contractors. Conduct regular property inspections to ensure maintenance and repairs meet safety standards. Manage inventory of supplies and parts, coordinate purchases, and oversee turnkey operations. Ensure timely and accurate reporting and documentation. Business Continuity & Risk Mitigation Serve as the Business Continuity Coordinator for Corporate Services. Review departmental requirements and conduct tests to mitigate systemic risk. Monitor business, audit, regulatory, and industry trends that may materially impact the regional environment. Evaluate and maintain crisis management tools and programs to ensure preparedness and resilience. Specific Job Responsibilities Facilities Services Responsible for procurement & maintaining service for office equipment Responsible for maintenance of all office appliances including Mail Postage Meter and Delivery Courier, kitchen appliances etc. Maintaining Stationary and other office supplies Liaison with our Tokyo and New York offices for ordering of supplies, name stamps etc. Business cell phone contract management and invoice reconciliation Security and Alarm system Management (Manage Security Access Control; purchase & control of Chubb Employee cards & administration of TD Centre Elevator Pass cards). Responsible for the spare key register and custody and control of spare keys; custodian of the spare access card/door passes for Canada Branch. Responsible for managing the Bank’s insurance policies and handle any insurance claims as required. Responsible for Corporate Visa account and reconciliation. Responsible for updating the Corporate Services PRDs and manuals on an annual basis. Security Deposit Reporting on a monthly basis Storage maintenance of off- Site Bank records/documents Manage document archiving services Negotiate hotel contracts and hotel arrangements, ground transportation arrangements for visitors & delegates to the Branch. Event coordination, meeting room support and catering services Emergency maintenance & problem resolution Corporate Real Estate Business representative for facility related vendors, including contract management, Coupa payment transactions and reconciliation of invoices. Perform office capacity planning & analysis Office space management to support business growth Management of the Disaster Recovery site Manage real estate expense per budget Liaise with Property Management Group & Service Contractors and responding to urgent issues as they arise. Facilities Project Management Develop project plans, budgets and schedules Supervision of contractors and vendors on premises Track project capital and expense against forecast & budget Develop project and budget applications for Management approval Job Specifications Education: Undergraduate degree. Experience: Minimum of 8 -10 years previous related experience as Office Manager. Knowledge and experience in the operation of a Schedule III Bank useful. Previous experience in the Corporate Services function & managing confidential information is an asset. Experienced in Tenant Lease Agreements and familiarity with the Ontario Tenancies Act in dealing with Landlord and Tenant responsibilities Skills: Ability to organize, plan and co-ordinate Computer skills – advanced Excel, Word, PowerPoint and Outlook. Familiarity with SAP Success Factors, Oracle & Coupa is an asset. Excellent time management skills with the ability to multitask, continuously prioritize workflow and meet deadlines. Strong analytical and communication skills. Attention to details Common sense & judgement. Good interpersonal skills. Tact and diplomacy in dealing with problems, issues and people irrespective of level. Ability to work independently with minimal supervision Standard First Aid, CPR & AED certification preferred Ability to maintain confidentiality of highly sensitive information Working Conditions Time pressure/deadlines -- Significant Stress of multiple demands -- Significant Attention to details -- Significant Environment -- Open office / Hybrid Work Model Other – Occasional availability for weekday evenings and weekend on-call schedules required to support critical operations. About SMBC SMBC Group is a top-tier global financial group. Headquartered in Tokyo and with a 400-year history, SMBC Group offers a diverse range of financial services, including banking, leasing, securities, credit cards, and consumer finance. The Group has more than 130 offices and 80,000 employees worldwide in nearly 40 countries. Sumitomo Mitsui Financial Group, Inc. (SMFG) is the holding company of SMBC Group, which is one of the three largest banking groups in Japan. SMFG’s shares trade on the Tokyo, Nagoya, and New York (NYSE: SMFG) stock exchanges. In the Americas, SMBC Group has a presence in the US, Canada, Mexico, Brazil, Chile, Colombia, and Peru. Backed by the capital strength of SMBC Group and the value of its relationships in Asia, the Group offers a range of commercial and investment banking services to its corporate, institutional, and municipal clients. It connects a diverse client base to local markets and the organization’s extensive global network. The Group’s operating companies in the Americas include Sumitomo Mitsui Banking Corp. (SMBC), SMBC Nikko Securities America, Inc., SMBC Capital Markets, Inc., SMBC Rail Services LLC, Manufacturers Bank, JRI America, Inc., SMBC Leasing and Finance, Inc., Banco Sumitomo Mitsui Brasileiro S.A., and Sumitomo Mitsui Finance and Leasing Co., Ltd. SMBC provides reasonable accommodations for employees with disabilities consisted with applicable law. If you need reasonable accommodation during the application process, please let us know as SMBC Accessibility SMBC is an EO employer – M/F/Disability EOE, including Disability/veterans #J-18808-Ljbffr