Messenger/Admin Associate, New Grad 2023 Immediate Start

• Access to assist Vault doors
• Coverage for Expediter
• Coverage for the Vault administrator
• *Under the informal supervision of the Expediter, and the formal supervision of the Manager, the Messenger is accountable for physically moving all instruments (including but not limited to physical securities, cheques, and counter receipts) as well as other items (eg., envelopes and legal paperwork) from and to our external clients in downtown Toronto; also responsible for arranging outgoing overnight courier deliveries for WBPO.
• Administrative assistance

The complexity of this process is considered to be low because of the routine nature of the work and limited financial and reputational risks.

Accountabilities

• Accurately accounting for securities in the Box Account once a week
• Demonstrating professional client service, both internally in our office and externally on the premises of our clients
• Securing all items being carried in a manner consistent with policies and procedures prescribed by our insurance company and by any regulatory body
• Timely and accurate deliveries and pick-ups of instruments, including the meeting of deadlines, usually under minimal direct supervision
• Sending instruments to clients by overnight courier
• Identifying situations of potential risk and escalating them to the Expediter, Assistant Expediter, or Manager; and/or the internal contact responsible for any given item or situation

AUTHORITIES

To deliver on these accountabilities, the incumbent must have the following authorities:

• Responsible for the escalation of issues to the Expediter or the Assistant Expediter, and/or the Manager

CROSS-FUNCTIONAL RELATIONSHIPS

This job requires the incumbent to interact with the following processes and/or groups in BMO FG:

• Clients and peers within industry, both external and internal, for the purpose of enhancing business effectiveness within the scope of the work team.
• As required, will interact with other WB Product Operations departments and LOB’s in order to distribute and/or collect documentation as required.

SCOPE AND IMPACT

This job has direct or indirect impact on the following financial measures:

• None at this time

Knowledge And Skills

Knowledge

• Secondary education recommended.
• Detailed knowledge of downtown Toronto streets and buildings
• Basic knowledge and understanding of routine procedures/processes that relate to the work team.
• Basic knowledge and understanding of own department’s key products and services.
• Basic familiarity with standard desktop applications, i.e., e-mail (MS Outlook)

Skills

• Good client service skills
• Basic problem solving skills
• Initiative and good judgment
• Patience and tolerance of delay
• Detail oriented
• Ability to meet shifting deadlines at short notice
• Good keyboarding skills, as relates to the work team
• Good interpersonal skills
• Basic written and oral communication skills.

WORKING CONDITIONS

• The working hours may shift dependent on upon external factors.
• Ability to adapt to changing circumstances and deal with working in a high stress environment, as well as the pressure in meeting deadlines poses some mental stress.
• Some aspects of the role may be physically challenging due to the repetitive nature of assigned tasks. (eg., walking, standing, carrying heavy items). The working environment provides minimal exposure to discomfort or risk to safety.

Provides document management services and processes including (but not limited to) filing, safe custody, sending/retrieval, imaging/digitizing, maintenance, archival and destruction of documents, leading to secure, consistent and effective access to and management of documentation. Document types include account documentation, securities/certificates, transaction information, etc.

• Understands risks inherent in the operating area and ensures appropriate actions, including accuracy and safeguarding of all documents.
• Determines type of documents and appropriate document management actions as per document management request and establish procedures and processes.
• Ability to multi-task in a fast-paced environment.
• PC skills (MS Word, Excel, PowerPoint) – Basic.
• Executes data entry/processing/tracking to support document management activities.
• Basic knowledge learned on the job.
• Develops and maintains effective relationships with team members and stakeholders to execute work and fulfill service delivery expectations.
• Organization skills - Basic (in business environment).
• Performs initial problem solving within given rules/limits & escalates when required.
• Post-secondary degree in related field of study desirable.
• Prioritization skills – Good.
• Executes work in accordance with defined procedures and processes to meet the prescribed timeframe.
• Coordinates and executes specific activities for the implementation of strategic initiatives; includes tracking metrics and milestones.
• Completes standardized tasks under supervision.
• Follows records retention guidelines and policies for type of documentation, as required.
• Reviews documents to verify that forms are correctly completed and required formats are used.
• Collaboration & team skills - Basic (in business environment).
• Time management skills – Good.
• Broader work or accountabilities may be assigned as needed. Qualifications:
• Verbal & written communication skills - Basic (in business environment).

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.