Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

• Assist with distributing periodic communication for upcoming meetings and other work-related activities
• Proactively conducting periodic walkthrough of all common areas to ensure the space is kept neat and tidy.
• Proactively checking/inspecting all offices and common areas weekly to identify any items that require fixing (e.g. cracks in walls, non functioning lights, etc) and escalating to the landlords for their attention.
• Proactively conducting periodic replenishing of kitchen disposables as well as emptying of dishwasher and restocking.
• On/Off-boarding- Initial access cards, Phone set-up, Desk set up, Name plates)
• Access Cards- Replacements, Parking Passes, Contacts
• Provide support / backup to the CAGE for absences and vacations
• Communicate with guests and employees a wide variety of knowledge in all workplace areas such as: technology, meeting rooms, multi-purpose/shared spaces, amenities, places of interest.
• Use operational knowledge of the facility to provide swift resolution of any challenges experienced by employees or guests.
• Manages work orders for maintenance, or janitorial issues, to ensure timely response and tracking for continuous improvement.
• Ensure workplace health and safety guidelines are followed, and report any violations or near-misses to Manager/BGIS partners in accordance with Policy & procedure
• Maintains the bookings of meeting spaces and common areas. Check each meeting room after each meeting is complete to ensure the room is suitable for the next meeting
• Support customers, visitors, and employees in a friendly, knowledgeable, and courteous manner at all times.
• Manages the administrating and keeping of security access cards and roster list, and assist with yearly reviews
• Administer Iron Mountain services, including the submission and retrieval for off-site storage, and destruction bins
• Support a positive occupant and visitor experience in designated lobby/service areas – welcoming employees, assisting with inquiries/questions around way-finding and other frequently asked questions.
• Provide guests with special instructions as required by client policy and procedures and report any new frequently asked questions to the operations team.
• Dispatches general communication to the teams within the business such as; Newsletter, Closures, and Landlord notification.
• Maintains a relationship with the landlord and facilities manager to ensure things are completed within a timely manner.
• Coordinates the retrieval and dispatching of internal and outgoing mail procedures.
• Manage office supplies for the space including inventory tracking, ordering/stocking of all business center needs and café, coffee and related supply kits.
• Retrieve the Daily Courier Bag and distribute all internal and outgoing mail accordingly
• Business Centres - Ensure that the Business Centres are organized, stocked, and tidied. Conduct period checks of all machinery to ensure they are fully functional and report any issues as necessary
• Familiarization with Fire & Safety policy and serves as a backup for Emergency Response Team
• Other duties as necessary

Qualifications:

• Typically between 1 – 2 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable.
• Basic specialized knowledge.
• Verbal & written communication skills - Good.
• Organization skills - Good.
• Collaboration & team skills - Good.
• Analytical and problem solving skills - Good.

We’re here to help

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.