Title:  Ecosystem Community Lead

Purpose 

As a key member of the Workplace Operations team, the Community Lead is the centre of the employee experience and operational sustainment. Responsible for the delivery and continuous improvement of the workplace experience. 

They contribute to the overall success of the assigned spaces in Canada ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives.  Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures. 

The job requires skills in service delivery, continuous improvement, community management, communication and relationship building to ensure employees, partners and visitors within our spaces are engaged and productive. The Community Lead ensures all activities conducted are compliant with all governing regulations, internal policies, and procedures and that all learnings are cycled back for future implementations. 

Accountabilities   

1. Day to Day Support (onsite)  

1. As first point of contact, always ensuring a positive, exceptional experience for all.   

2. Managing communications through the mastery of multiple platforms: MS Teams, Viva Engage, Outlook. 

3. Managing and reporting on campus and site capacity through the use of centralized tools. 

4. Supports onboarding and offboarding of employees, including access badges, parking, employee database management, and equipment distribution and recovery, as applicable 

5. Managing the space and amenities through regular space and behavioral sweeps, re-stocking as well as logging and tracking of issues through to resolution within mandated Service Level Agreements. 

6. Represent the Workplace Operations Team to employees: Respond to emails sent to operations inbox. 

7. Aligning with Team Norms for coverage and all job accountabilities  

8. Act as back-up in other spaces, as required.  

2. Employee & Visitor Experience: Act as a central point of contact for employees, partners, and guests in our spaces by providing operational support:   

1. Champions a high-performance environment and motivates their peers and space by fostering diversity, equity and inclusion through an inclusive work environment.  

2. Manage all communications to and from the space population via the central designated channels.    

3. Monitor and track the spaces’ population lists to the finance work stream for accurate reporting to the program. Identify any concerns to management.  

4. Deliver orientation for new employees, to ensure they work productively in the activity based working model including how to use meeting room technology and various spaces within.  

5. Ensure meeting rooms are maintained according to workplace standards including being first point of troubleshooting technology in the rooms.  

6. Support and attend Workplace Leadership Committees. 

7. Gathering formal and informal workplace feedback from citizens, and share/escalate to Management. 

8. Understand, prioritize, and articulate challenges and successes of the workplace and assist with solution development where necessary. 

9. Co-create process flow and guidelines for receiving, evaluating, and responding to all questions, complaints, suggestions, and compliments. 

10. Organize and provide tours of our spaces to other Scotiabank employees and external visitors.  

3.  Administration, Processes & Facility Management  

1. Maintaining records of keys / security credentials relating to premises and controlling access.  Raise with security any suspicious activity. 

2. Proactively coordinate with Building Services, Real Estate, or other partners on issues with cleaning, HVAC, lighting etc. to ensure any operational, janitorial issues are resolved quickly and within SLA. 

3. Ensuring stationery, drink stations and all amenities are stocked and operational. 

4. Financial Responsibilities: Responsible for submitting and tracking invoices and escalate processing of as necessary within SLA. 

5. Managing of stationary/amenities spending and engagement budgets when applicable.  

6. Develop and maintain processes and procedures for our spaces. 

7. Embed continuous Improvement approach while executing all accountabilities.  

8. Co-create and execute a feedback process to input initiators and ensure wider population are kept informed appropriately.   

4. Business Continuity plans, OHS and Fire and Safety building requirements 

1. Participate in the OHS committee to ensure the space has adequate Fire Wardens, First Aid Attendants and Health and Safety representatives.  

2. Attend monthly meetings, track reporting, maintain updated OHS board, act as Fire Warden and First Aid Attendant (certified training provided). 

3. Organize fire drills and publish Fire Wardens, First Aid Attendants and Health and Safety material on bulletin boards and Sharepoint sites. 

4. Participate and coordinate Business Continuity Plan activities and send communications in the event of an emergency through channels such as email, Virtual, or verbal. 

5. Community Engagement:   

1. Identify and support opportunities to bring the population together as a catalyst for the culture of our spaces.   

2. Support/plan and implement events to engage the Population through themed days, games, music and food both virtually and on-site.  

3. Provide support for Business line events, (e.g., Town Halls, AMA’s, Lunch in Learns), to ensure citizen’s objectives are met for each event. 

4. Amplify communications for events to the Population via the Teams channel and Viva Engage; as well as maintain an Look-Ahead Calendar highlighting upcoming events in our spaces.  

5. Reviewing meeting room, food and beverage & audio-visual set up in advance of client arrival and liaising with operations teams to remedy deficiencies.  

6. Oversees and supports execution of set up, access for guests. 

• Various workspaces across the GTA (Downtown, Scarborough, Mississauga), Halifax, Montreal, Ottawa, and expanding as per business needs. 
• Each space may be home to 1800+ employees of multiple operational groups and is located across 2-3 floors. Total Annual onboarding and offboarding of 700+. 
• Workplace Operations sustains 30+ spaces, home to 23,000+ employees cumulatively. 
• Onboarding and offboarding pertaining to building access, parking, seating. 
• Provides support with premises and real estate requests and issues. 
• Manages occupancy and seating assignments in the spaces. 
• Manages rent and other expense payments and budget planning and oversight. 
• Mail, courier requests, equipment distribution, as needed to support tasks and projects/initiatives. 
• Supports occupational, health and safety measures and initiatives in the campuses. 
• Provides business continuity support related to space seating and backup site agreements. 
• Supports and leads various engagement initiatives in the spaces and provides logistical support and publishes communication and poster on Virtual Teams or sends emails to all employees. 
• Works closely with key partners such as Building Services/Real Estate Business line leaders and employees, Engagement team, etc.