Administrator

Position Overview

This contract role is based at 2727 Joseph Howe Dr., Halifax, Nova Scotia, and requires onsite presence Monday through Friday from 4 PM to midnight. The initial two weeks involve day shifts (8 AM to 4 PM) for training purposes. The position supports the DMS Mail Services group with the general management of incoming and outgoing mail alongside ad hoc project support. This is an entry-level opportunity that offers exposure to multiple business units and potential advancement within the DMS group.

Key Responsibilities

• Manage the daily operations of primary mail distribution centers serving head office and locations across Canada.
• Open, prepare, sort, and analyze incoming mail to determine associated business area (e.g., Individual Life, Wealth Management, Affinity, GSRS, Bank, Group) for proper routing and processing.
• Implement appropriate tracking methods specific to mail streams and processing protocols.
• Operate high-speed scanning equipment to digitize documents and handle cheque scanning and processing in accordance with procedures.
• Monitor and troubleshoot workflow queues related to imaging issues from business units, ensuring smooth cheque distribution to clients and advisors.
• Maintain workflow priorities and meet strict deadlines to achieve all Service Level Agreements, critical for business unit processing.
• Perform document indexing and quality checks, entering relevant values such as client policy and account numbers to facilitate easy retrieval.
• Provide front-line customer service to meet service level expectations and assist with administrative duties including barcode inventory, faxing, photocopying, and mail logs maintenance.
• Cross-train extensively on various business unit document types to support accurate processing and quick identification.

Qualifications and Skills

• Minimum high school diploma.
• Excellent organizational skills with the ability to manage a high-volume, deadline-driven workload.
• Exceptional attention to detail and accuracy in handling documents.
• Capacity to work both independently and collaboratively within a team environment.
• Adaptability to changing volumes and priorities with strong multi-tasking and time management abilities.
• Proficiency in MS Office, web-based applications, and scanning hardware; capable of troubleshooting minor software and hardware issues.
• Ability to maintain confidentiality and handle sensitive information securely.
• Physical capability to lift up to 50 pounds throughout the workday.
• Flexibility to work varied shifts as required.

Challenges

The role demands knowledge of diverse business area documents and the ability to analyze and appropriately categorize them to prevent financial impacts. Troubleshooting workflow issues requires sound judgment and decision-making under fluctuating workloads and time constraints. The position involves repetitive tasks requiring sustained focus to maintain high accuracy and efficiency.