Document Services Associate (6-month contract)

Foresters Financial • Toronto, ON

23h • Onsite

About The Position

This position is responsible for a broad range of administrative and mail-related functions that support Foresters operations. Key responsibilities include managing Shipping/Receiving activities, processing inbound and outbound mail, and handling returned mail with accuracy and efficiency. The role also encompasses Imaging and Indexing duties, which involve receiving and reconciling life and annuity applications, related documents, and cheques; operating high‑speed scanners and indexing technology to upload information into the New Business Administration system within established Service Level Agreements (SLAs); and retrieving underwriting requirements from vendor websites, fax, or paper sources to match with corresponding files. In addition, the position supports certificate assembly by preparing and packaging life insurance certificates for both U.S. and Canadian contracts, ensuring compliance with underwriting decisions, product specifications, and applicable state and provincial regulations. The incumbent performs quality reviews, verifies all required pages and supporting documents, and ensures timely delivery to field offices and members in alignment with defined service and quality standards.

Requirements

• Post secondary diploma in a related field or equivalent experience
• 1–2 years of experience in a mailroom, office support, or clerical role is preferred
• Excellent attention to detail ensuring quality standards is met at all times
• Ability to manage daily workflow to meet tight deadlines
• Must be able to work under minimal supervision and take ownership
• Ability to work in a fast paced and ever-changing environment
• Receptive to feedback, asks questions to obtain clarification
• Strong oral & written communication skills and customer service skills to internal & external clients.
• Knowledge and skill in the application of computer software programs and accurate data entry skills
• Ability to work effectively in a team environment or as an individual as required
• Knowledge of Microsoft Office application i.e. Excel, Outlook

Responsibilities

• Support shipping and receiving function as required by handling incoming shipments, distributing mail to various internal customers, and processing all US and Canadian outgoing mail to be sent via Canada Post, USPS, ICS and FedEx
• Handle sorting and distribution of incoming correspondence that is printed by a third-party vendor and prepare outgoing mail
• Prepare and process all shipments for US and Canadian certificate packages
• Investigate and re-send returned US and Canadian mail as required
• Prepare mailing labels for agent correspondence
• Support our internal and external business partners
• Receive and prioritize documents for processing and prepare for scanning
• Analyze the content of the document to identify the type of form/application for bar coding prior to scanning
• Troubleshoot image quality, hardware or software issues
• Index all scanned documents following the established guidelines
• Analyze and resolve issues that arise, which include determining if batches need to be deleted and re-scanned
• Examine each file received to ensure contracts have been issued accordingly, capturing any required documentation deemed necessary by the Underwriter and/or the Case Manager
• Ensure all required applications and supporting documents are retrieved and assembled accurately
• Review application information for accuracy and completeness to ensure that any changes/corrections have been properly reflected in the new contract package via a contract amendment or endorsement
• Responsible for identifying contract discrepancies and errors and then taking appropriate action to correct
• Coordinate the distribution of completed contract packages to the appropriate field offices or members according to state laws and agent’s preferences
• Escalate any issues related to system issues and contracts output

Benefits

• discretionary variable incentive plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree