Job Description

One of our major Banking clients is looking for an Office Administrator (Messenger)
Length: 3 months contract with the possibility of extension
Location: Toronto, ON (On site)
Working Hours: 8:30am to 5pm

ROLE MANDATE:
The administrator duties involve delivering and picking up items (on foot) to/from various firms in the downtown core. The items being carried include cheques, securities, legal documents, counter receipts, envelopes, etc. The messenger will take directions from an Expediter on what to deliver and when. The messenger will also be expected to maintain various logs of items received/delivered, service the OTC window, perform junior custodial duties, train on the outgoing UPS terminal and may act as a back-up to the Expediter. The selected candidates will provide document management services and processes including (but not limited to) handle Unclaimed Assets function, delivery of items, assistance to Work from home team members, filing, safe custody, sending/retrieval, imaging/digitizing, maintenance, archival and destruction of documents, leading to secure, consistent, and effective access to and management of documentation. Document types include account documentation, securities/certificates, transaction information, etc.

ROLE RESPONSIBILITIES INCLUDE (but are not limited to):

• Pick up or deliver items, documents and checks.
• Expeditor delegates runs between FCP, 250 Yonge, BMTT
• There are 2 scheduled runs, other runs could go to CDS (near FCP)
• Serving the counter (accepting deposits, certifying checks, clients can be picking up checks)
• Performing custodial duties (part of the stock security) - usually if someone is away.
• Coordinates and executes specific activities for the implementation of strategic initiatives; includes tracking metrics and milestones.
• Determines type of documents and appropriate document management actions as per document management request and establish procedures and processes.
• Reviews documents to verify that forms are correctly completed and required formats are used.
• Executes data entry/processing/tracking to support document management activities.
• Develops and maintains effective relationships with team members and stakeholders to execute work and fulfill service delivery expectations.
• Executes work in accordance with defined procedures and processes to meet the prescribed timeframe.
• Understands risks inherent in the operating area and ensures appropriate actions, including accuracy and safeguarding of all documents.
• Follows records retention guidelines and policies for type of documentation, as required.
• Completes standardized tasks under supervision.
• Performs initial problem solving within given rules/limits & escalates when required.
• timely and accurate deliveries and pick-ups of instruments, including the meeting of deadlines, usually under minimal direct supervision
• demonstrating professional client service, both internally in our office and externally on the premises of our clients
• sending instruments to clients by overnight courier
• accurately accounting for securities in the Box Account once a week
• identifying situations of potential risk and escalating them to the Expediter, Assistant Expediter, or Manager; and/or the internal contact responsible for any given item or situation
• securing all items being carried in a manner consistent with policies and procedures prescribed by our insurance company and by any regulatory body
• Broader work or accountabilities may be assigned as needed

MUST-HAVE SKILLS:

• Comfortable traveling (TTC pass will be provided)
• Basic PC skills, such as Outlook and Word
• Be prompt and conscientious
• Be able to take instruction
• Have patience and understanding
• Want to learn new tasks
• Use discretion in daily transactions
• Communicate well with peers and clients
• Be ambitious
• Basic written and oral communication skills.
• Good client service skills
• Basic problem-solving skills
• Ability to meet shifting deadlines at short notice
• Initiative and good judgment
• Patience and tolerance of delay
• Detail oriented
• Good interpersonal skills
• Good keyboarding skills, as relates to the work team

NICE-TO-HAVE SKILLS:

• Banking experience
• Knowledge of the financial industry (in particular, the brokerage business)
• Knowledge of downtown Toronto streets and buildings
• A working knowledge of ADP

SOFT SKILLS:

• Detail oriented
• Be organized
• Make good decisions

WORKING CONDITIONS:
o The working hours may shift dependent on upon external factors.
o Some aspects of the role may be physically challenging due to the repetitive nature of assigned tasks. (eg., walking, standing, carrying heavy items). The working environment provides minimal exposure to discomfort or risk to safety.
o Ability to adapt to changing circumstances and deal with working in a high stress environment, as well as the pressure in meeting deadlines

...

poses some mental stress.

INTERVIEW:

• First round- in person meeting

URGENT: Please read the job description above. If this interests you, apply to the job with your most updated resume, including your contact number and email address.

The recruiter in charge of this role is Saundarya.

If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this job description to them and you will be eligible for a referral bonus upon a successful hire.

Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply!

Please note: Adherence to our end client\'s vaccination policy is a requirement.

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