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 responsible for the effective operation of the main mail distribution centres for head office and main locations located across Canada. This position is also responsible for accurately and efficiently managing all outgoing Advisor mail for the Canadian Division Mail Services operation. They will ensure service standards are met or exceeded. 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, company 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 20lbs.

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

In this role, you will fulfill varied tasks as requested, to help ensure service excellence to our Group Retirement Services clients. This role is very administrative in nature, requiring keen attention to detail, ability to respond to changing priorities, and very strong communication, time management, and organizational skills. Most of your incoming requests will directly support the Plan Administration Support team within Plan Sponsor Services.

What you will achieve in this role:

• Gatekeep shared email inboxes as needed, with accuracy and efficiency.
• Support team members by following internal processes to request specialized reporting as needed
• Learn and effectively execute various tasks performed within the team to support high volume periods
• Provide high quality service to our internal and external clients through accurate and timely fulfillment of requests
• Identify opportunities to gain efficiencies in internal processes
• Work as part of and take direction from a larger team located in Toronto
• Prepare next day approval documents for Managers, Directors and AVP
• Handle large amount payment approval
• Process ERRORCA
• Process ACH/Wire Reconciliation
• Contribute to the department’s service quality and/or work systems improvements by identifying barriers, monitoring problematic trends, and providing input to solutions
• Act as a role model to support and reinforce the development of effective accuracy focused teams

What you will bring to this role:

• Relevant experience in a fast paced customer-centric environment
• Confidence and professionalism in interactions with internal and external customers
• Proficiency in the Microsoft Excel and Word •Excellent written and verbal communication skills
• Ability to responsibly manage sensitive information
• Understanding of Group Retirements Services , pension legislation, company systems and applications such as AWD and MPS is an asset
• Accounting foundation is an asset
• Knowledgeable in Microsoft Word and Power Point
• Basic Microsoft Excel skills
• Able to influence, negotiate, and develop “win-win” solutions under tight deadlines
• Balance work with fluctuating volumes, often complex and urgent
• Demonstrated strong attention to detail, accuracy, problem solving and independent thinking, with strong mathematical and analytical skills
• Demonstrated understanding of the “big picture” to enable sound decision making, trends identification, and solution recommendations
• Ability to communicate complex technical information clearly and at a level appropriate to the listener
• Demonstrated ability to lead and act as a role model and give constructive feedback
• Excellent English written, verbal, inter-personal and communication skills
• Excellent organizational skills with the ability to manage multiple priorities independently in an environment of rapid change
• Has an effective time management and prioritization skills
• Must be people-oriented and a team player
• Decisive and proactive

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, a leader in the banking industry is seeking a Receptionist to join their team on a temporary basis.  In this role you will be responsible for looking after the administrative duties involved with scheduling clients, appointments, and file management. The ideal candidate has great customer service skills, clear communication and thrives in a fast-paced environment.

Responsibilities:

• Greet and welcome clients upon arrival in person or on the phone; answering or referring inquires.
• Answering emails, and text messages quickly and efficiently
• Optimizes clients’ satisfaction
• Keeps client appointments on schedule by notifying departments
• Answering clients’ questions and maintaining reception area
• Maintains client file by obtaining, recording, and updating personal information.
• Distribution of incoming mail to designated mailbox or redirect to appropriate address.

Qualifications:

• Must be able to multi-task easily with comprising performance or attitude
• Provide excellent customer service
• A warm, friendly personality
• Excellent communication and problem-solving skills
• Be motivated, a positive attitude and be completely dependable

• Strong multi-tasking skills and quick learner for computer skills using a Customer Relationship Management (CRM) system

• Detail oriented, well organized, and able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines

Our client, a professional services firm in downtown Toronto is seeking an Administrative Assistant to join their team on a temporary basis. The right person for this position will be self directed, keen to take on a new challenge and happy to support a team. If this sounds like the right opportunity for you, we would love to hear from you!

What you will achieve in this role:

• Prepare, edit and proofread correspondence, forms, and other documents
• Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information
• Schedule and confirm appointments and meetings of the employer
• Answer telephone and electronic inquiries and relay telephone calls and messages
• Greet visitors and direct them to contacts or service areas
• Record and prepare minutes of meetings, seminars, and conferences
• Set up and maintain manual and computerized information filing system

What you must bring to this role:

• 2+ years of experience in in an administrative support position
• Post secondary education
• Must be outgoing, friendly, patient and professional
• Possess excellent verbal and written communication skills
• Work well with a team, individually and under pressure
• Demonstrate punctuality, maturity and reliability
• Extremely detail oriented with a strong client service focus
• Works well in a team environment as well as on your own
• Takes initiative
• Working knowledge of Microsoft Office Suite
• Easily able to learn new software
• Thrives in a fast-paced environment
• Welcomes a challenge

Only those who are qualified will be contacted

Our client, a leader in financial services is seeking an Executive Assistant to join their team on a temporary basis. If you have experience providing administrative support at the executive level this could be the perfect opportunity for you!

What you will achieve in this role:

• Manage executives’ calendar
• Manage contacts and maintenance of all contacts and relationships
• Act as the point of contact between executive and employees/clients.
• Bookings and logistics for international and domestic travel
• Willing to take on special projects and duties as assigned
• Maintain client and vendor files with up to date information
• Review and process all travel and related expense reports
• Provide administrative and IT support to consulting team (triage to IT firm)
• Provide high-level administrative support by conducting research, handling information requests and performing clerical functions.
• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, and other documents.
• Prepare agendas and make arrangements for committee, board and other meetings.
• Prepare travel arrangements and manage executives' calendars.

What you must bring to this role:

• 5+ years of senior level executive support
• Efficient and effective under pressure and copes well with last minute changes while maintaining a high degree of accuracy
• Eagerness to learn and make this role their own
• Strong analytic skills to summarize reports, review and prepare documents
• Ability to multi-task and meet multiple and/or unexpected deadlines in a demanding environment
• Excellent communication skills both oral and written
• Professional manner and positive attitude
• Excellent interpersonal and communication skills, both verbal and written
• Strong initiative, proactive manner and persistence in follow-up
• Proven ability to work effectively under pressure in a fast-paced environment
• Flexible and responsive
• Strong organizational skills with a proven ability to prioritize
• A high level of attention to detail and accuracy
• Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information with tact, diplomacy and discretion
• Ability to work well in a team environment, including cross-functional teams
• Comfortable dealing with employees at all levels of the organization
• Demonstrated advanced technical competence with MS Office (Word, PowerPoint, Excel) and Outlook

Our client, a leader in the financial services industry is seeking a Bilingual Administrative Receptionist until the end of October 2022, with the possibility of extension or becoming a permanent position. This is an onsite position in their Montreal office. The ideal candidate is fully bilingual, possess strong Microsoft office skills, as well as excellent communication abilities and attention to detail.

Responsibilities:

Administration

• Manage and monitor the front desk: greet staff, building maintenance, vendors, and visitors.
• Approach interactions with a customer service focus. Greet clients and visitors in a professional manner.

• Book client meetings on behalf of consultants, advise consultant upon client arrival.
• Prepare and book meeting rooms for consultant meetings with clients.
• Maintain and update CRM (client relationship management database).
• Proofread and edit presentations for grammar / spelling corrections, presentation format and consistency. Create PowerPoint presentations when required.
• Clearly document policies, processes and procedures for Administrative Receptionist, Corporate Services role and other areas as requested.

• Coordinate and provide support for client and staff events as needed (eg. mailings, greet and register upon arrival, etc.).

• Order and maintain kitchen and office supplies.
• Issue and maintain card access for employees, visitors and third-party vendors.
• Order team lunches as needed; meet vendor and arrange in meeting room.

• Coordinate various ad-hoc information requests from members of the Corporate Services Department.

• Address any building related issues with Corporate Services Facilities team.

• Collaborate with other Corporate Services team members to find solutions, efficiencies or share knowledge to further improve efficiency and enhance Corporate Services performance and/or operations.
• Provide other administrative support to Corporate Services and Montreal team as needed.

Mail & Courier Support

• Receive all incoming couriers and monitor courier logs.
• Process and sort all incoming and outgoing Canada Post mail.
• Distribute and provide appropriate notice of all incoming courier and Canada Post mail to the correct area in a timely manner.
• Coordinate, receive and track registered mail.
• Provide thoughtful, insightful, and timely support and responses to various mail-related queries.
• Prepare letters and client correspondence including client mailings.

Qualifications:

• Some post-secondary education and/or learning courses preferred
• Previous experience working in a mailroom considered an asset
• Knowledge operating various types of office equipment e.g. postage meters
• Background in facility services, mailroom, lease administration, and access cards would be an asset
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Knowledge of office administrator responsibilities, systems, and procedures 
• Bilingual (English/French) in both spoken and written ability; able to communicate in a professional manner in both
• Portray a team player and a “can do” attitude at all times
• Excellent time management skills and ability to multi-task and prioritise work
• Advanced knowledge of Excel and Word
• Attention to detail and problem-solving skills
• Strong organizational and analytical skills
• Excellent written and verbal communication skills
• Strong communication skills and confidence to liaise with internal and external stakeholders
• Ability to work effectively with little or no supervision
• Follows policies and procedures when completing tasks

Location: 33 King Street West, Oshawa ON L1H 1A1

Name of Ministry: Ministry of Finance, Advisory, Objections, Appeals and Services Branch

Duration: April-01-2022 up to March-31-2024 (depending on needs)

Security Clearance: Standard criminal check

T4 / IC Pay rate: $22.00 per hour

Job Title: Data Processing Clerk

Purpose of Position:

• to accurately transfer data from source documents or images to update the various Ministry internal/external clients’ database systems; and
• as part of the processing team, to assist with the processing of various tax returns and remittances.   

Duties/Responsibilities:

1. Converting Ministry clients’ data information from source documents and images, using a personal computer and several different methods, programs and controls to faciliate accurate data posting to client accounts;
2. Verifying that the image is correctly identified according to transaction type and statute, and re-categorize if necessary;
3. To preform a qualify check on all images that have been captured to ensure the legibility and legality, based on stated guidelines, of all captured images and flagging images for furture editing, source documents that are unable to be processed;
4. Accessing data files to change, replace, add, delete, update information to meet conditions set by clients’ programs to satisfy mainframe requirements;
5. Securing all documents, ensuring that batches are locked in cabinets at days end and that computer/terminal is disengaged/security protected when not in use;
6. Providing feedback in the test cycle of newly developed or revised keying applications to enhance data capture productivity;
7. Assisting Team Leader by providing advice/explanations relating to work processes/procedures to other staff, including new and temporary staff;
8. Assisting in the processing of various tax returns and remittances by extracting contents, analyzing documentation (including negotiability of cheques) and sorting into various workflow categories to ensure the timely deposits/data capture of information.  Transcribing client information onto substitute forms and assisting in the listing, filing and retrieval of post-dated cheques;
9. Extracting contents of incoming mail and batching correspondence for image capture according to established procedures by counting documents and preparing batch control sheets;
10. Examing documents for threats and following established procedures promptly; and
11. Management has the right to assign additional duties.

Knowledge:

The job requires: knowledge of the operation of inter-active computer terminals (online and batch mode update) to capture client information to update various databases; knowledge of a variety of methods and approximately 200 Data Entry programs to key from paper and image applications for approximately 24 statutes and various clients; knowledge of data entry procedures and terminology and operating systems such as OS2, Windows, including data entry software programs to effectively navigate between systems for efficient timely access; knowledge of tax remittance/payment processing procedures of various programs to perform quick, detailed verification of tax documents to identify appropriate work flows; knowledge of office clerical procedures to capture information neatly and accurately; knowledge of cheque negotiability rules to ensure non-negotiable cheques are identified and sorted for proper processing; knowledge of arithmetic calculations to keep precise/accurate batch page counts.

Skills:

Job requires: a minimum keying standard of 10,000 key strokes per hour (ksph) with an error ratio of less than 1% and a minimum of five hours per day on a computer terminal; analytical, observation and basic math skills to distinguish image transactions and workflow types, assess documents/images for conformity to input requirements, document read/decipher handwriting, categorize documents, and check and correct routine system and/or client errors; analytical skill to analyze the various tax returns in order to quickly determine correct workflow process and to ensure negotiability of cheques; comprehension skills to understand written and verbal procedures and/or instructions; communication skills to discuss routine matters, processing/technical problems and equipment malfunction with team leader or supervisor; analytical skills to identify/scrutinize sensitive and time critical documents while batching; good judgement to quickly identify issues involving threats and to escalate potential problems to management promptly; interpersonal skills to work as an effective part of a team and to interact with team members with diplomacy and courtesy.

Location: 33 King Street West, Oshawa ON L1H 1A1

Name of Ministry: Ministry of Finance, Advisory, Objections, Appeals and Services Branch

Duration: April-01-2022 up to March-31-2024 (depending on needs)

Security Clearance: Standard criminal check

T4 / IC Pay rate: $21.50 per hour

Job Title: Correspondence Handling Clerk 

Position Details/Deliverables:

Purpose of Position:

• to electronically capture paper documentation (business correspondence) to a digital imaging storage system;
• to operate and maintain high speed image transports ensuring the highest quality output in a fast paced, high volume paper processing environment while adhering to rigid daily deadlines;
• to provide reliable records management through accurate indexing of the imaged documents, and
• to control the routing, retention and disposal of all scanned documents.

Duties/Responsibilities:

As part of a team, the temporary help individual(s) will perform the following duties related to the image capture of business correspondence by:

1. Opening and extracting contents from incoming mail by using automated or manual mail extraction equipment in order to prepare the documents to be imaged; executing timely daily start-up/shut down procedures on the image transports; 
2. Batching correspondence for image capture according to established procedures by counting documents to prepare and ensure proper workflow of batches for multi-statute tax and non-tax programs for scanning and preparing batch control sheets;
3. Examining documents for threats and following established procedures promptly. Ensuring completeness and categorize legal documents, correspondence and evalute threats;
4. Initiating scanners and all peripheral equipment to operational status and performing daily preventative maintenance on scanners rollers and other equipment to remove paper particles;
5. Capturing images of correspondence by operating high-speed document scanners, ensuring the highest quality of output and perform quality check on all images;
6. Identifying, analyzing, and resolving routine batching, imaging, or data capture issues, troubleshoot errors which interrupt same day account update and/or data integrity;
7. Classifying/identifying manually and keying of index data/information from document images which have failed automatic classification;
8. Investigating and resolving missing or incomplete data utilizing client host systems;
9. Controlling all scanned documents by forwarding designated returns and  correspondence to appropriate program area, and ensuring that retained documents are catalogued, securely stored, for retrieval of documents and eventually destroyed according to retention schedules;
10. Entering statistical data in existing spreadsheets and preparing basic problem reports for management production review and maintaining batch control logs to ensure traceability of scanned documents;
11. Train new/contract/temporary staff.   Train staff on operation on image scanning equipment on many different programs, spot checking work and advising staff of issues/problems. 
12. Job is physically demanding and requires frequent lifting of boxes weighing approximately 20-25 lbs. Management has the right to assign additional duties;
13. Responding to time sensitive requests for house closing, court hearing documents, complaints, correspondence address to director within the same day;
14. Ability to work in a fast paced, high volume, image technology based and constantly changing environment and to work under pressure to meet the rigid deadlines ensuring that the branch mandate of 48 hour turnaround time to ensure client account update is met;
15. Prioritize, control, and organize incoming work, respond to shifting priorities throughout the day;
16. Coordinate and monitor variety of processing schedules to meet strict deadlines and various client requirements; and,
17. Management has the right to assign additional duties.  

Knowledge:

Job requires knowledge of image/data capture processing systems, including the use of scanning technology in order to capture document images; knowledge of branch policies, records management operations and records retention procedures to maintain an essential/high-volume records management unit; knowledge of arithmetic calculations to keep precise/accurate batch page counts, statistical reports and other records; knowledge of computers and Ministry approved software such as Word and Excel to prepare concise reports on production volumes/records/memos/letters and Outlook to respond to emails from staff.

Skills:

Job requires analytical skills to identify/classify correspondence and identify/scrutinize sensitive and time critical documents while batching; keyboarding skills to quickly and accurately input alpha-numeric data in order to meet the high volume of demands of the unit.  Job requires good judgement to quickly identify issues involving threats and to escalate potential problems to management promptly for final resolution.  Job requires organizational skills to deal with the complexities associated with the image capture process and to address competing priorities in a high volume working environment with the ability to frequently lift boxes weighing approx. 20-25 lbs.

Job requires communication and interpersonal skills to interact with branch staff and to discuss/resolve issues with peers in a professional manner.  Job requires an ability to learn and quickly adapt to new and emerging workplace changes (e.g. software and/or technologies).  Job requires attention to detail in capturing images of business correspondence/documents in order to maintain the integrity of the imaging system and protect legal admissibility of these images.