Workplace Operations Coordinator, SBN

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Workplace Operations Coordinator, SBN

Operations

Requisition ID: 270003 

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

Purpose

As part of the Operations team, the incumbent supports the key enablement functions that keep our Business Lines running optimally. As a motivated administrative professional, you will be the front-line support to multiple teams by delivering an exceptional quality of service to clients and employees.

The Scotiabank Bay Adelaide Centre is a modern workspace housing an interconnected population who share a common purpose. The job requires skills in service delivery, communication, and administration to ensure employees and visitors of the space are supported and remain productive.

The successful candidate is professional, well-organized with excellent time management skills, has a solid knowledge of bank-related computer systems and brings a can-do attitude to ensure first-class experience. The incumbent must have exceptional communication, organization, and administrative skills, work independently, and employ solid judgement in the resolution of problems. The Receptionist ensures all activities conducted are compliant with governing regulations, internal policies and procedures and all learnings are cycled back for future implementations.

Accountabilities

Client Experience

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships,systems, and knowledge.
• Receive and welcome visitors while supporting first-class client and guest experience by acting as a central point of contact upon arrival. Notifying employees of guest’s arrival to the floor.
• Be an expert about all elements of space, technology, and business lines to answer clients’ questions, needs and provide a welcoming environment
• Manages and reviews the Visitor Management System to ensure preparations are in place for all appointments and bookings for the floor. Directs clients to appropriate locations or contacts employees to inform them when clients arrive and/or need assistance
• Answer telephone in a professional, timely and courteous manner
• Always maintain a clean desk and reception area in accordance with the clean desk policy

Administrative Support

• Supports Senior Leadership with meeting room requests including booking & set-up of rooms, conference room technology, ordering food services and maintain reception area including coffee station and machine.
• Accept deliveries and arrange for courier service pick up for mail items, administer to inbound RightFax messages
• Assist with security related to key holder responsibilities, badge distribution and the daily opening and closing of the floor main access areas. Ensure security credentials relating to premises and controlling access are adhered to.
• Raise with security any suspicious activity.
• Assists in providing general administrative support, tasks, and ad-hoc projects on an as needed basis
• Manage and maintain shared inbox as primary contact method for support
• Equipment management, knowledge of all standard office equipment and meeting room technology as first on site for trouble shooting, place & support service calls as needed. Liaise with office equipment and vendors for maintenance as needed.

Other

• Act as contingent staffing for other reception areas as well as Operation Coordinators & Leads, covering absences including breaks, vacations, sick days. 
• Other relevant administrative and/or project duties/asks as assigned and/or required.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions
• Actively pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct, and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions, and conduct risk.
• Champions a high-performance environment and contributes to an inclusive work environment

Dimensions

• The building is located downtown Toronto at the intersection of Bay & Adelaide, home to approximately 2000
  employees
• With minimal supervision, you are responsible for managing issues raised by clients, employees, and visitors to the buildingRole requires a level of independence and initiative
• You must be flexible and adaptable to manage multiple priorities and their own workload in a fast-paced environment

Requirements

• Minimum 2 year of related experience or equivalent work experience in customer service or hospitality
• Excellent and proven customer service focus record
• Excellent verbal and written communication skills
• Excellent organizational skills, including ability to prioritize and coordinate multiple tasks
• Able to work with minimum supervision and in collaboration with a large team
• Strong interpersonal skills with the ability to effectively interact with internal partners and external clients and employees at all levels
• Intermediate skills in the MS Office (Word, Excel, Outlook, One Note, MS Teams)
• Basic skills in OfficeSpace Facility Management Tool
• Knowledge of conference/meeting room technology, video conferencing, etc. or ability to learn
• Responsive to shifts in direction and priorities and schedules

Working Conditions
Regular hours of work are 37.5 hours per week, scheduled in accordance with business needs. The core hours of operation are Monday-Friday, 7:30 am - 4 pm & 9 am - 6pm & 8 am –4:30 pm & 8:30 am - 5pm . However, this position may be scheduled for flexible/extended work hours as dictated by business levels. The position is primarily non-physical with lengthy periods of sitting and working on a computer.

Location(s):  Canada : Ontario : Toronto 

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.  

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our  Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.