Job Description

Job Summary

The primary responsibility of the Electronic Records Coordinator is to maintain accurate and accessible records for internal company use. This is achieved by compiling, organizing, and scanning various document formats for upload into our electronic records system and maintaining detailed offsite storage of legacy records.


All Electronic Records Coordinators must utilize a high attention to detail when organizing files in accordance with policy & procedures, as well as address document requests from various teams. Provide training and demonstrations to other teams on the proper use, navigation, and benefits of accessible electronic records.

Duties and Responsibilities

Uphold the division and Olympia's reputation and values, while promoting our motto "With Us, It's Personal" in all interactions with employees, clients, and business associates. Meet or exceed team service standards. Prioritize and prepare documents for scanning into electronic records platform. Complete redaction of confidential information. Track and retrieve physical and electronic records on/off site, local network drives and cloud storage platforms. Supply system navigation and file retrieval training. Perform records destruction duties as directed by management. Maintain confidentiality and security of personal records. Actively participate in projects and team meetings. Owns the execution of day-to-day operational activities to maintain effective and efficient service. Flexible to perform various assigned tasks as requested by management and executives.

Competencies

Connection - We build long-term relationships by collaborating with our clients and industry participants. Accountability - We are a trusted business partner operating with transparency and integrity. Innovation - We leverage technology to continuously improve how we serve our customers. Ability to learn new software programs and internal operating systems. Confident in making optimal decisions with sound independent judgement. Strong attention to details, results oriented, with ability to problem solve. Excellent organization and time management skills. Ability to prioritize daily tasks. Has good listening skills, observation abilities, and analytical thinking. Must have excellent written and verbal communication. Demonstrates flexibility and resilience in response to constraints, failures, and adversity. Meets quality assurance and performance standards. Displays and fosters integrity and honesty through the promotion of mutual trust and respect by treating others fairly and ethically. Must have the ability to maintain professionalism in all situations.

Formal Education and Experience

High school Diploma required. Diploma is Business Administration, Finance, or a related field of study is an asset. 0-1 years of administrative or records management experience is an asset.

Specialized Skills or Knowledge

Requires a thorough understanding of the Anti?Money Laundering (AML) policies and procedures. Intermediate level with Adobe, Outlook, SharePoint, Excel, other Microsoft Office products and internet applications. Experience with digital records management & scanning software is an asset. Entry level understanding of how the Investment Account Services Division operates. Successful completion of a Criminal Background check is required.

With us, It's Personal