Our client, a leader in the financial industry is seeking a Part-time Administrative Receptionist until the end of August, with the possibility to extend. This is an onsite position out of their Vancouver office, Monday-Friday from 12:30-4:30pm, with potential for additional hours. In this position you will be responsible for providing a professional and friendly front line reception experience to colleagues and guests over the phone and in person. You will also perform a variety of administrative duties, maintain databases and records, and maintain positive relationships with the executive and staff, members of the Board, clients, and third-party vendors.

Responsibilities:

Reception

• Greet clients on the phone and office in a friendly and inviting way.
• Efficiently triage and transfer incoming calls.
• Respond to client inquiries and complaints, receiving incoming/forwarded phone calls in a professional manner, taking, and distributing messages.
• Record and activate voice messages for holidays and office closures.
• Manages Outlook meeting room calendars.
• Engage in conversation, determine who guests are meeting, and announce their arrival to the appropriate person.
• Handle complaints following compliant handling procedures.
• The go-to person for all queries related to the Office.
• Train and cross-train relief staff.
• Maintain the reception desk in a tidy and presentable manner. Ensure all pamphlets and bulletins are available and replenish as required.
• Offer and serve refreshments to visitors and keep coffee stations stocked with cups, glasses, water, etc.

Mail & Courier Support

• Receive all incoming couriers and monitor courier/fax logs.
• Process and sort all incoming and outgoing Canada Post Mail.
• Prepare and print shipping labels and envelopes on request.
• Distribute and provide appropriate notice of all incoming courier and Canada post mail to the correct area in a timely manner.
• Receive and notify/distribute courier deliveries.
• Receive and distribute faxes.
• Send faxes upon request of staff.
• Receive, track, and arrange for registered mail.

Administration

• Monitor, maintain and order office/coffee supplies inventory and review and approve office/coffee supply acquisitions.
• Report building issues to Property Management/Corporate Office Facilities Department.
• Prepare payments requisitions on behalf of Corporate Services Department.
• Update, manage and distribute employee contact information.
• Update and manage internal contact information on INFOserver if required, in a timely and accurate manner.
• Issue and maintain access card and temporary access requests.
• Manage, track, and provide monthly parking assignments report to HR, if required.
• Maintain access card inventory and reorder when necessary.
• Manage sign out process for portable power bells and lockers. Master comb holder for lockers.
• Set up and clean up of meeting rooms in welcome space and Learning Centre, if required.
• Tidy kitchen.
• Master key holder.
• Escort vendors.
• Independently maintain and update reception processes in manual.
• Participate in Business Continuity tests and events.
• Create and maintain various spreadsheets for tracking and reporting purposes.
• Coordinate various ad-hoc information requests from members of the Corporate Services Department.
• Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to further improve efficiency and enhance Corporate Office performance and/or operations.
• Provide a variety administrative support such a: scanning/uploading documents, drafting corresponded, print and assembling various reports.
• Provide administrative support to, and participate in, office committees and project teams as required.
• Coordinating tasks within the office as assigned (i.e., ordering lunches, consolidating data, etc.)
• Other administrative duties, as assigned inclusive of: meeting arrangements, filing, invoicing, travel/meeting bookings, ordering office and kitchen supplies, mail runs and distribution of the daily mail and changing toner in photocopier/filing paper trays.
• Assist with team engagement activities.

Qualifications:

• Post-secondary education and/or learning courses preferred.
• Minimum 2 years of proven experience in Administrative Role.
• Experience with multiple phone lines.
• Experience in processing invoices, COUPA
• Advanced knowledge of MS Office (MS Excel and MS Outlook, in particular) Excel and Word.
• Strong work ethic portrays a team player and a “can do” attitude at all times.
• Approach interactions with friendly, cooperative and customer service focus attitude.
• Exceptional time management skills with the ability to switch tasks effectively while staying organized.
• Exceptional communication skills, both verbal & written including the ability to remain flexible and calm in high pressure or continually changing situations.
• Ability to work independently, handle multiple tasks, set priorities and schedule; handle our fast-paced environment and meet deadlines.
• Strong communication skills and confidence to liaise with all levels of the organization as well as external suppliers/customers.
• Ability to make independent decisions and resolve challenges.
• Strong attention to detail, organization, and problem-solving skills.
• Ability to work effectively with little or no supervision and takes personal responsibility.
• Handle sensitive and/or confidential documents and information.

Takes personal responsibility.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

Supporting Disability Case Managers on a variety of tasks.

What you will achieve in this role:

• Managing mail distribution as required.

• Providing front line customer service by telephone.

• Accountability for administrative duties and follow ups with claimants for disability paperwork.

• Maintaining strong service relationships with plan members, plan sponsors, health care providers and internal partners.

•Identifying and efficiently gather outstanding claims assessment.

•Reviewing incoming STD claim applications.

• Applying contractual provisions to set up all STD claims using web-based software

• Maintaining productive and collaborative relationships with internal partners to achieve and maintain client service deliverables.

What you will bring to this role:

• Post secondary education

• Minimum 2 years previous experience in an administrative/clerical role

• Proficiency in MS Word, Excel, and Lotus Notes

• Excellent communication skills (oral and written)

• Solid office administration skills

• Strong customer service experience in a demanding environment

• Excellent problem-solving and decision-making skills.

• Analytical skills with a close attention to detail

• Ability to work effectively in a team environment.

• A strong commitment to quality, accuracy, and timeliness

• Strong written (emails, formal letters) and telephone communication skills as you develop relationships with key internal and external stakeholders.

• Demonstrated strength in attention to detail, particularly with numbers, spelling, and grammar.

• Excellent organization, prioritization, and planning abilities

• Strong written and telephone communication skills

• Strong ability to manage professional relationships with external and internal partners.

• Flexible and able to cope with high workload volumes and conflicting deadlines.

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

Setting up global security codes on trading systems, using interfaces to use as reference eg. Bloomberg, processing based, data entry. 

What you will achieve in this role:

• Execute transactions accurately, on time and in line with established guidelines/procedures while adhering to formal or informal Service Level Agreement(s) (SLAs).

• Refer or escalate processing or operational issues as needed based on a solid understanding of the issue, connecting with the appropriate function/partner to facilitate resolution and ensure that service quality is maintained.

• Identify opportunities to improve service delivery.

• Support partners with incoming transactions, validating information as needed to perform adjustments within authority levels.

• Interact with partners by responding to requests in an effective and timely manner.

•Actively review internal processes/activities and provide ideas for process improvement.
• Investigate and escalate non-standard or high-risk activities as appropriate.

• Will also be covering for absences and cross training when needed.

What you will bring to this role:

• 0-2 years experience in a the financial industry, preferably experience with cash products (such as Loans, Deposits, Swaps and Forwards).

• Ability to adhere to strict deadlines and handle high volumes of work.

• Communication skills.  Can communicate with different levels of seniority.

• Excellent quantitative and analytical skills.

• Excellent organizational and time management skills.
• Ability to work independently, as well as part of a team.

• Self-motivated and goal oriented.

• Ability to adapt to changing policies and procedures.

• Attention to detail is crucial.

• Sound knowledge of Microsoft Office, proficiency in Excel is a must, coupled with the ability to learn and apply skills to new software programs.

• Knowledge of Global and WSS platforms would be an asset.

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

The CPP/QPP Senior Disability Administrator, who thrives on delivering value, is customer-obsessed, and excited to work with a small yet dynamic team. They will have good understanding of Canada Pension Plan / Quebec Pension Plan and its impact on disability benefits as well as strong mathematical skills and attention to detail.  

What you will achieve in this role:

• Follow-up with the Plan Member on CPP/QPP paperwork and decisions.

• Prepare medical files to send to CPP.

• Upload CPP/QPP paperwork through their portal.

• Calculate and code the CPP/QPP estimated offset and adjusted LTD benefit in Navigator.

• Respond to Plan Member questions (via e-mail and phone) regarding the CPP/QPP process.

• Collaborate with the CPP/QPP Analyst and Case Management teams to strengthen financial results.  

• Work closely with other colleagues to prioritize work especially during peak times.

• Establish good working relationships with Service Canada and Retraite Québec agents to facilitate our work .

• Balance Doing the Right Thing for our customer but also the organization.  

What you will bring to this role:

• Post secondary education.

• Minimum 2 years previous experience in an administrative/clerical role.

• Strong customer service focus; ability to be empathetic while delivering sometimes difficult messages.

• Very comfortable with Office 365; most notably Excel and Word.

• Experience with Navigator is an asset.

• Attention to detail is crucial.

• Able to read and interpret group insurance contracts and apply their provisions.

• Exceptional communication skills, both oral and written.  

• A capacity for constant learning from both success and failure 

• Open to change and continuous improvement.

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

The Social Media Coordinator will report to the Senior Manager, Social Selling, and will be accountable for supporting our marketing partners across North America in enabling the company’s salesforces to effectively leverage social media for business. The person in this position will be responsible for developing social content, creating internal marketing materials and training guides, supporting program participants with general inquiries and platform troubleshooting, and more.

What you will achieve in this role:

• Program Management & Measurement (30%)

Program Management – Participate in day-to-day management of Social Selling Program, including user access management, onboarding, platform troubleshooting, and more. Serve as point person for program participants and collaborate directly with program participants to assist and triage any requests.

Measuring and Reporting – Participate in program performance reporting through monthly scorecards, quarterly scorecards, and ad-hoc reporting requests. Provide analysis and recommendations for program and content optimizations.

• Content Development (60%):

Content Strategy & Creation – Partner with marketing stakeholders to create social content and strategize content opportunities for the company’s salesforces. Includes developing content calendars and sharable posts for various lines of business, research third-party content opportunities, facilitate approvals with marketing and compliance partners, and uploading content to social selling platform.

Internal Marketing – Craft and distribute newsletters and other educational materials to encourage program participation and optimization, including presentations on best practices and capturing case studies.

• Relationship Management (10%)

Be a social media ambassador – stay up to date with social media landscape and share best practices on how to authentically engage on social platforms, share experience with stakeholders by providing recommendations on how to improve social media experiences while ensuring best practices and the company standards are maintained.

What you will bring to this role:

• University degree and proven working experience as social media, marketing, or communications coordinator.

• Solid understanding of social media and the digital landscape (LinkedIn, Twitter, Facebook, Instagram) and online user experience.

• 1-2 years creating content/ writing and communications in a corporate setting.

• Excellent communication skills, both written and verbal.

• Strong content writing skills.

• Self-starter with a strong sense of autonomy and initiative & passion for quick-evolving social media environment.

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

As a member of physical metals operation team base in the Toronto office, working closely with Global trading and sales desks, mainly providing the support being a key point of contact between custodians and clients, helping to ensure smooth settlement of metals.

What you will achieve in this role:

• Organizes work information to ensure accuracy and completeness.

• Researches and resolves discrepancies and issue or escalates to manger, as required.

• Responsible for Monthly invoice and dispatch to client within the required timeline

• Ensure the records are maintained in a proper manner

• Responsible for daily metals settlement and customers’ metal transfer request are processed

• Ensure the financial system and inventory system are updated properly for the trades and transfer requests and related supporting docs are retained for future reference

• Ensure all shipping documentation and invoices generate are in order as required.

• Builds effectives relationship with internal / external stakeholders

• Works independently on a range of complex tasks, which may include unique situations.

• Interaction with partners across the businesses, including Middle office, Front office, Technology.

What you will bring to this role:

• 2-3 years of relevant experience and post-secondary degree in related field of study or an equivalent combination of education and experience.

• In-depth knowledge and understanding of business unit’s products and services, processes and controls.

• In-depth knowledge of standard desktop applications (i.e. Excel, etc.) and department systems and applications.

• In-depth understanding of business unit’s risk and regulatory requirements.

• Strong attention to detail.

• Ability to be organized in a fast-paced environment with multiple simultaneous and conflicting requests with a focus on detail and accuracy

• Demonstrated customer service excellence

• Excellent verbal & written communication skills.

• Strong collaboration & team skills.

• Excellent analytical and problem-solving skills.

• Outstanding data driven decision making.

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

The Payment Associate will fulfill routine and occasionally non-routine transactions, resolve internal business partner and/or external customer inquiries/requests and referring non-routine issues to more senior team members and/or management to action. Also, they will handle audit/reconciliation activities efficiently and effectively in accordance with Bank and industry standards and focusing on up to a one-month time horizon.

What you will achieve in this role:

• Process and/or fulfill transactions, perform audit/ reconciliation activities and/or other activities in accordance with established priorities and deadlines on a timely, accurate and efficient basis.

• Resolve discrepancies that include occasional non-routine situations in accordance with standard procedures.

• Record and verify data for fulfillment and/or further handling.

• Communicate with internal business partners and external customers to respond to standard and occasionally non-standard and/or non-routine inquiries according to guidelines.

• Follow-up with other business units to ensure issues are resolved.

• Perform administrative tasks such as distributing/ collecting documentation and information to or from other internal departments or institutions, archiving historical documentation, assisting in the preparation of management reports, reconciling activities on a daily, weekly or monthly basis.

• Resolve escalated work or issues from more junior staff, as appropriate.

• Provide input into the continuous improvement of business processes and procedures within the scope of the work team and participate in testing and implementation of projects and new/ revised products/ services or processes.

• Provide on-the-job assistance and training to others, as requested.

What you will bring to this role:

• University/College degree

• Related working experience but may also consider new graduates

• Fluent in English and Excellent communication skills

• Strong problem solving capabilities

• Fast learner; strong attention to detail

• Being able to work in a fast-paced environment

• Strong computer literacy (required for use of several internal applications)

• Excellent telephone etiquette

• Strong customer service skills

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

Provide a broad range of operational support and performs general to specialized transactions and/or other processing activities for own Operations and Business Services function. May contribute to analysis/reporting on critical projects or special initiatives that strengthen our operating model/processes and elevate service quality.

What you will achieve in this role:

• Execute transactions accurately, on time and in line with established guidelines/procedures while adhering to formal or informal Service Level Agreement(s) (SLAs).

• Refer or escalate processing or operational issues as needed based on a solid understanding of the issue, connecting with the appropriate function/partner to facilitate resolution and ensure that service quality is maintained.

• Identify opportunities to improve service delivery.

• Support partners with incoming transactions, validating information as needed to perform adjustments within authority levels.

• Interact with partners by responding to requests in an effective and timely manner.

• Actively review internal processes/activities and provide ideas for process improvement.

• Investigate and escalate non-standard or high-risk activities as appropriate.

What you will bring to this role:

• Bilingual – French/English.

• High school required; post-secondary is an asset.

• 0-2 years’ experience.

• Basic computer skills specifically Microsoft (word, PowerPoint, excel).

• Ability to adhere to strict deadlines and handle high volumes of work. Understands SLAs and due dates.

• Ability to adapt to changing policies and procedures.

• Ability to work independently, as well as part of a team.

• Excellent organizational and time management skills.

• Accuracy and attention to detail.

•  Able to do repetitive tasks.

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.

Position Overview

This position is also responsible for accurately and efficiently managing all outgoing Advisor mail for the Canadian Division Mail Services operation.

What you will achieve in this role:

• Provide the accurate distribution of Advisor mail directly to Advisors and to all Canadian Division Resource Centres across Canada.

• Ensure quality customer service and support to the Advisors through the business unit initiatives and production.

• This position must have an understanding of the Canadian Division business and distribution channels. Service levels determined by the Business Units requirements and standards drive the deadlines that must be met.

• The incumbent will receive, open (as applicable, sort and deliver all incoming mail, output and courier to the various business units within Canadian Division as well as prepare, sort and ship all outgoing mail and couriers.

• The incumbent is responsible for the final processing of all troubleshooting mail, which involves a higher level of knowledge and skill as well as processing inbound bulk mail, stats and daily workflow.

• The incumbent will also be responsible for training all new staff within the mailroom.

What you will bring to this role:

• Strong, multi-tasking, organizational and prioritizing skills for a high volume, deadline driven environment.

• Solid knowledge of Goldmine system/mapping database, Access, Microsoft Office and Outlook.

• Ability to cope effectively with fluctuating volumes.

• Demonstrated ability to communicate effectively, precise communication skills both verbal and written.

• Ability to work well independently as well as on a team.

• Excellent understanding of Advisor contract provisions, practices and terminology.

• Strong analytical and problem solving skills, and a demonstrated ability to manage change.

• Accuracy and attention to detail.

• Excellent PC skills, both in speed and accuracy.

• Strong overall knowledge of business units, line areas, and their products.

• Ability to meet the physical requirements of the job.

• Some heavy lifting is required up to 50lbs.

We thank you for your interest in the position, however, only those who are qualified will be contacted.

Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.

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