Mail Services Administrator

iA Financial Group•Toronto, ON

1d•CA$40,000•Onsite

About The Position

The primary focus of the Mail Services Administrator is to receive, sort and distribute incoming mail for all internal and external contacts. This role also involves preparing outgoing mail, providing reception relief, and performing other administrative duties as required. The incumbent must maintain a high level of accuracy and attention to detail, communicate clearly and professionally with all levels of employees, and prioritize work effectively.

Requirements

A minimum of 2 years' experience in a clerical, administrative or similar role
Superior organizational and time management skills with demonstrated ability to effectively manage multiple tasks and responsibilities
Proven accuracy, attention to detail and data entry skills
Excellent written and verbal communication skills
Strong interpersonal skills with a demonstrated ability to develop and maintain relationships and work within a team environment
Ability to represent self, office and organization in a professional, positive manner at all times
Ability to handle sensitive and confidential information in a professional manner
Knowledge of WealthServ and Microsoft Office programs; Outlook, Word, Excel and PowerPoint in particular
Knowledge of commonly used office equipment and telephone/voice mail systems

Nice To Haves

Bilingualism in French and English an asset

Responsibilities

Sort and distribute mail as it pertains to all advisors, staff and departments
Sort and prepare all outgoing mail daily
Process the collection and delivery of courier packages
Assume ownership of assigned responsibilities, including recognizing any urgencies and assisting in the resolution of problems
Resolve issues with delivery and/or distribution of mail
Maintain and update distribution lists as per internal policies and procedures, if required
Weigh mail to determine exact postage costs using the postage meter
Readdress undeliverable mail due to incomplete address information or other reasons
Create and/or upload documents into the WealthServ system as needed
Ensure all time-sensitive notices are securely emailed/communicated to advisors in a timely fashion
Provide reception relief as requested and required
Answer telephone calls in an efficient and professional manner, directing and redirecting calls or taking messages as appropriate
Additional responsibilities, duties and special projects as identified